Educational Groups Coordinator for Tour Company

Small World Journeys Pty; Cairns Regional; On-site; AUD 52,000 - 72,000; Full time

Benefits offered by this job

Bonus for group re-bookings

Volunteer time for community work

Mental health stipend

Environmental initiatives

Job summary

Small World Journeys Pty is seeking an Educational Groups Coordinator to oversee end‑to‑end group travel for student groups in Cairns, Australia. You will coordinate logistics, liaise with teachers and suppliers, and manage trip documents, budgets, and equipment.

You’ll handle CRM, invoicing, and post‑tour follow‑ups while maintaining a strong focus on sustainability and environmental impact. This role requires organization, independence, and reliability.

Qualifications

• Experience planning trips and coordinating complex groups.
• Strong written and spoken English communication skills.
• Proven ability to manage large amounts of detail and multiple tasks.
• Proficiency with Word, Excel, and Outlook for documentation and budgeting.

Responsibilities

• Plan and coordinate all logistics for student group tours.
• Maintain CRM and communicate clearly with teachers and suppliers.
• Coordinate bus and guide bookings; prepare trip documents and materials.
• Manage invoices, tour expenses, and budget reconciliation (QuickBooks).
• Handle post-tour feedback, follow-ups, and equipment storage.

Skills

Travel planning

Event management

Organised

Grammar

Detail oriented

Multitasking

Independent

Tools

Word

Excel

Outlook

Excel formulas

Job description

Educational Groups Coordinator for Tour Company

Small World Journeys is a female-owned educational tour operator that runs multi-day tours for student groups. We work with schools and their teachers and we've got a heart of green!

Groups Coordinators play a pivotal role in ensuring the seamless execution of our tours. Their primary responsibilities encompass meticulous planning and coordination of all logistical aspects of group travel, and acting as the key communication point with teachers.

You’ll populate and maintain our CRM, liaise with suppliers, and coordinate bus and guide bookings. You’ll prepare trip documents, equipment, and donation materials, ensuring all elements are ready and professional. You will have complete ownership of your tours from start to finish.

Strong communication is key—email and phone contact with teachers must be clear and polished. You’ll manage folders, update allocation documents, and report incidents promptly. Financial tasks include paying supplier invoices, tracking tour expenses, and reconciling budgets using QuickBooks.

Post-tour, you’ll gather feedback, send follow-ups, and ensure equipment is cleaned and stored. Occasionally, you’ll join tours to scout new locations and better understand operations. You’ll also support general office duties and sustainability initiatives.

This role suits someone who is independent and confident, someone who thrives on multitasking, takes ownership, and values environmental and community impact.

YOU:

Experienced in travel planning, education, or event management

Ridiculously organised — spreadsheets are your love language

A grammar guru with flawless spelling and punctuation (your emails make teachers swoon)

Solutions-focused, decisive, and resourceful — you don't focus on problems; you find solutions and make independent decisions

Passionate about the environment and live a "green" lifestyle

An Australian citizen/resident or hold a visa that allows long-term employment (sorry, 88-day visa applicants do not qualify)

A multi-tasking ninja who thrives on juggling projects

EXTREMELY detail oriented – this role handles hundreds of details

Flexible and adaptable — you understand the rhythm of small business life

Assertive and confident in saying "no" when necessary

Proficient in Word, Excel, and Outlook. You canwrite formulas in Excel; you know the keyboard shortcuts and your Outlook folders are meticulous

A contributor of ideas and constructive feedback in team meetings

A Cairns local with insider knowledge of the region is desirable

Accountable & resilient — you own your mistakes and grow from them without dwelling on them

Equipped with reliable transport

Either already hold or are willing to obtain:

• A Queensland Driver's Authority (DA)

JOB DETAILS:

The terms and conditions of your employment will be those set out in the Clerks Private Sector Award 2020 (Part time, Level 3)

Full time – 38 hours per week

Role is primarily Mondayto Friday, with the understanding that on occasion you may need to work on a Saturday or Sunday if a group is arriving on that day. There is daily flexibility in start times.

Full time employees receive a bonus every time a group re-books

Full time employees get volunteer time to help in the community

Full time employees get a monthly stipend to be used towards products or services that support mental health

Role begins when we find the right candidate