Outbound Tour Operations & Tour Planning Executive

Role Overview

Manage the end-to-end operations of outbound group tours, from tour planning and product development to pre-departure reservations, in-tour coordination, emergency handling, and post-tour reconciliation. Work closely with trade partners, suppliers, airlines, and ground operators to design competitive travel products and ensure smooth, efficient tour delivery.

Key Responsibilities

1. Tour Planning & Product Development

• Research destinations, attractions, accommodation, transportation, and travel trends to develop attractive outbound tour products.
• Design and refine tour itineraries, balancing sightseeing, travel time, accommodation standards, and overall guest experience.
• Source and negotiate with airlines, hotels, DMCs, and local suppliers to secure competitive pricing and service quality.
• Prepare tour costing, pricing proposals, and profit margin analysis to ensure commercial viability.
• Review existing tour products and recommend enhancements based on customer feedback, operational experience, and market trends.
• Work closely with the sales and marketing teams to provide product information, promotional materials, and operational support.

2. Pre-Departure Operations

• Handle tour enquiries and bookings; manage scheduled series departures and customise arrangements for private groups, including itinerary, passenger numbers, rooming, transportation, meals, attractions, and tour leader requirements.
• Prepare and issue quotations with detailed itineraries, net wholesale pricing, and tour leader complimentary policies.
• Prepare and confirm booking documents, ensuring all details such as tour code, travel dates, passenger numbers, hotels, transportation, guides, meals, pricing, cancellation terms, and payment conditions are accurately stated.

3. In-Tour Execution

• Manage flight reservations, ticket issuance, and related coordination.
• Coordinate with DMCs and suppliers on hotels, transportation, guides, and all ground arrangements.
• Support visa applications by preparing itineraries, hotel confirmations, flight reservations, and related documentation.
• Prepare comprehensive departure documents, including itineraries, passenger lists, emergency contacts, and operational files.
• Monitor tour operations during travel and respond promptly to operational issues or emergencies to ensure smooth tour execution.

4. Post-Tour Administration

• Reconcile tour accounts and supporting documents for finance processing and settlement.
• Maintain proper filing and documentation of tour records upon completion.
• Gather operational feedback from tour leaders, customers, and suppliers to improve future tour products and operational efficiency.

Requirements

• Diploma or above in Tourism Management, Hospitality, or a related discipline.
• Minimum 1–2 years of experience in travel agency operations, tour planning, or product development; outbound group tour experience is preferred.
• Strong understanding of outbound tour planning, itinerary design, DMC coordination, visa processes, and basic air ticketing knowledge.
• Experience in tour costing, supplier negotiation, and product pricing is an advantage.
• Fluent English and conversational Mandarin preferred as the incumbent is required to liaise with Mandarin speaking stakeholders & customers
• Detail-oriented, organised, and able to manage multiple projects in a fast-paced environment.
• Strong analytical, problem-solving, and negotiation skills, with a positive team-oriented attitude.
• Proficient in Microsoft Office applications (Word, Excel, Outlook) and travel operation management systems.