SwimTrek Adventure Swimming Holidays
Tour Operations Planning Team Leader
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Who We Are
SwimTrek is a leading provider of open-water swimming holidays, delivering exceptional experiences for our guests across some of the world’s most beautiful swimming locations. We pride ourselves on offering personalised, high-quality service and creating unforgettable memories for our customers.
We're looking for a proactive and highly organised Tour Operations Planning Team Leader to lead SwimTrek's global travel, logistics and operational planning. Managing a small team, you'll ensure our guides, equipment and resources are in the right place at the right time, driving efficient operations, exceptional trip delivery and continuous improvement across our worldwide programme.
Tour Operations Planning Team Leader
The Team Lead coordinates the planning and delivery of SwimTrek's travel, logistics, equipment and operational support; ensuring guides, resources and equipment are in the right place at the right time. The role is responsible for budget oversight, operational planning, safety compliance, tour and travel administration and continuous improvement, while leading and developing a team of three office-based staff to deliver efficient day-to-day operations.
The key responsibilities of the role are:
LEADERSHIP & TEAM MANAGEMENT
- Lead, manage and develop a team of three office-based Operations Coordinators/administrators, setting priorities, monitoring performance, and supporting professional development.
- Allocate workloads to ensure operational deadlines are met and maintain high service standards across the team.
- Foster collaboration across Operations, Finance, Customer Service and Senior Management.
TRAVEL & LOGISTICS
- Oversee all international guide travel, including flights, accommodation, transfers and travel documentation.
- Manage travel planning, schedules and operational logistics to ensure staffing, equipment and resources align with programme requirements.
- Respond to travel disruptions and operational changes, providing timely support and contingency planning.
- Maintain travel policies, planning systems, and operational documentation.
- Coordinate team task lists and workload.
OPERATIONAL PLANNING
- Lead operational planning for year-round trip delivery.
- Creation and maintenance of tour operations workflows, schedules, planning trackers, pre-trip plans, end-of-series plans, and operational checklists.
- Ensure operational readiness by planning resources, staffing, transport, and equipment movements well in advance.
- Administer guide changeovers and logistics requirements and last-minute changes across global destinations.
- Monitor future operational requirements and identify potential gaps in staff travel or equipment provision.
- Provide operational support before, during and after trips, maintaining clear communication and up-to-date operational resources.
- Support recruitment and onboarding activities where required.
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EQUIPMENT & PURCHASING LOGISTICS
- Manage the purchasing, distribution, and stock of operational equipment across all SwimTrek destinations.
- Plan and coordinate the most effective way to get equipment to each location, working with guides, suppliers and local partners.
- Decide whether equipment should be transported by guides, purchased locally or supplied directly, balancing cost, practicality and operational needs.
- Ensure equipment shipments comply with international shipping, customs and import requirements.
- Resolve equipment and delivery challenges by identifying practical and creative solutions to keep operations running smoothly.
- Manage equipment budgets, ensuring purchasing and logistics remain cost-effective while meeting operational requirements.
BUDGET & FINANCIAL MANAGEMENT
- Prepare and manage travel, logistics and equipment budgets.
- Monitor expenditure, approve purchasing and identify cost-saving opportunities while maintaining accurate financial records and reporting.
TRAINING EVENT PLANNING
- Lead the logistical planning and on-site support and coordination of SwimTrek's annual overseas guide training events.
- Coordinate venues, accommodation, travel, equipment, transport and on-site logistics.
- Manage event budgets, suppliers and operational delivery, conducting post-event reviews to improve future programmes.
SAFETY, COMPLIANCE & COMMUNICATIONS
- Support operational safety, risk management and compliance processes, ensuring procedures and documentation remain current.
- Act as the primary operational contact for logistics enquiries, coordinating communication between guides, suppliers and internal teams.
- Produce operational updates, reports and planning information for key stakeholders.
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Advanced spreadsheet and data management skills
Excellent organisational skills with a meticulous attention to detail
What We’re Looking For:
Essential:
- Proven experience leading, motivating and developing teams, including workload planning, task allocation and staff training.
- Strong organisational, project and operational planning skills, with the ability to manage multiple priorities, budgets, international travel logistics, events and inventory in a fast-paced environment.
- Excellent problem-solving and decision-making skills, using initiative to deliver practical, well-reasoned and cost-effective solutions.
- Outstanding written and verbal communication skills, producing clear, accurate documentation and building effective relationships with a wide range of stakeholders.
- Highly proficient in Microsoft 365 applications (particularly Excel, Word, PowerPoint, Outlook, Teams and Forms), with strong spreadsheet, data management, budgeting and forecasting skills.
- Demonstrated ability to improve systems and processes, work independently and collaboratively, and deliver high standards of operational excellence.
Desirable:
- To be able to speak a foreign language
- Passionate about adventure travel
- Open water swimming knowledge
- Experience working overseas
- Experience of first line management, implementing task management systems and working with a variety of project management tools
The list of responsibilities should not be considered exhaustive. You may be required to undertake various other duties as reasonably required.
Why SwimTrek?
LOCATION: Office-based - located on Brighton Beach (Sea Lanes) overlooking a 50m pool and the sea
SALARY: £33,000 - £35,000 (depending on experience)
HOLIDAYS: 33 days (inc. Bank Holidays)
PENSION: Employer contribution
WORKING HOURS: Full-time (37.5 hours / week), between 0800-1800 Monday to Friday. Please note that you may be required to work weekends.
FLEXIBLE HOURS: Between 8AM-6PM with remote working options.
OTHER INCENTIVES (but not limited to):
- Performance-related bonus
- Discounted travel
- Personal budget for sporting challenge/professional development
- Swim Coaching sessions
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