About The Company
Guardian Travel Group is a full-service group tour operator specializing in customized travel experiences for student music ensembles and other groups.
Our team brings these experiences to life from the earliest stages of planning through the group's departure and travel. We research destinations, design itineraries, secure accommodations and transportation, coordinate performance opportunities, work with travel partners, and manage the countless details required to deliver a successful tour.
We are looking for employees who are invested in the services we provide and take pride in being part of a team that helps students, educators, families, and groups experience the world through travel.
Why Work at Guardian Travel Group?
Working at Guardian means being part of a team that helps students, educators, families, and groups experience the world through travel.
Operations Coordinators have the opportunity to work on a wide variety of domestic and international travel programs while developing expertise in destinations, hospitality, transportation, performance travel, group logistics, vendor management, and tour operations.
This is a role for someone who enjoys organization, problem-solving, and the satisfaction of seeing a complex project come together. You'll have meaningful ownership of your trips while working alongside a team invested in delivering exceptional experiences for the groups we serve.
If you enjoy travel, this is an opportunity to build a career in an exciting and unique industry.
About the Role
Operations Coordinators are the backbone of Guardian Travel Group. They turn our clients' tour requests into well-planned, organized, and successful group travel experiences.
This detail-oriented role combines travel planning, project management, vendor relations, budgeting, and administrative work. Operations Coordinators manage multiple trip proposals and booked tours simultaneously, overseeing the details and deadlines required to move each trip from initial planning through booking and operational preparation.
Our Operations Team works closely with our Sales Team and vendor partners to create customized tours for student music ensembles and other groups traveling throughout the United States and internationally.
What You'll Do
Trip Planning & Proposal Development
Research destinations, attractions, restaurants, performance venues, clinics, workshops, hotels, transportation, and other trip components
Design and customize itineraries based on client goals, requests, and budgets
Obtain vendor quotes and build accurate trip pricing and budgets
Create detailed trip proposals and inclusion documents
Collaborate with Sales to develop proposals that meet client needs and Guardian's operational and financial goals
Trip Booking & Operations
Book and contract transportation, accommodations, attractions, restaurants, performance venues, clinics, workshops, and other trip components
Manage booking deadlines, deposits, contracts, confirmations, and vendor requirements
Maintain accurate trip information and documentation throughout the booking process
Identify and resolve discrepancies, changes, and operational issues
Ensure all trip components are confirmed and prepared for successful on-tour execution
Vendor & Internal Coordination
Develop and maintain strong professional relationships with travel vendors
Communicate with vendors to request quotes, confirm arrangements, coordinate changes, and resolve issues
Communicate trip details, deadlines, and changes with the appropriate internal teams
Collaborate closely with Sales throughout the proposal and booking process
Manage multiple active trips while maintaining accuracy, organization, and responsiveness
Financial & Administrative Management
Maintain trip budgets, vendor costs, client pricing, and projected profitability
Monitor costs and identify changes that may affect pricing or profitability
Maintain organized records of proposals, contracts, vendor communications, confirmations, and deadlines
Keep trip information accurate in Guardian's systems and ensure required tasks are completed on time
Team & Professional Development
Participate in Operations Team meetings, 1-on-1 meetings, and other meetings as necessary
Contribute to special projects, process improvements, and team initiatives
Participate in ongoing training related to Guardian's systems, services, destinations, vendors, and operational processes
Attend industry conferences and events to build relationships with vendors and travel partners
Participate in FAM (familiarization) tours and site inspections to develop firsthand destination and product knowledge
What We're Looking For
Exceptional organization and attention to detail: Able to manage numerous details, deadlines, and priorities across multiple trips while maintaining accuracy
Strong communication skills: Communicates clearly and professionally with colleagues and vendors, both verbally and in writing
Time management: Able to work independently, prioritize competing deadlines, and consistently follow through on commitments
Problem-solving: Remains calm when plans change, identifies practical solutions, and communicates proactively when issues arise
Accountability and integrity: Takes ownership of responsibilities and communicates honestly when challenges, errors, or delays occur
Technology: Comfortable learning new software and working across multiple digital systems in a remote environment
Requirements
High school diploma or equivalent required; bachelor's degree preferred, but not required
2+ years of professional experience preferred, particularly in operations, administration, project coordination, hospitality, travel, or a related field
Travel industry experience is a plus, but not required; extensive training will be provided
Strong organizational, communication, and time management skills
Comfortable working independently in a remote environment
Comfortable learning and using systems such as Google Suite, ClickUp, Travefy, WeTravel, and more
Salary and Benefits
$40,000 annually + tour profit-sharing bonuses paid quarterly
Benefits
The Operations Coordinator position is full-time and salaried. Benefits include:
Health Insurance: Medical, vision, and dental coverage with a $125 monthly employer contribution toward the employee's monthly insurance premium
Retirement Savings: 401(k) with up to a 4% employer contribution match
Paid Time Off: 28 total PTO days per year, including 8 holidays and 20 elective days off for vacation, sick time, personal time, and other needs. Holiday substitutions are allowed; for international employees, holidays will correspond with their country and region.
Travel Opportunities: Opportunities to travel for industry conferences, FAM (familiarization) tours, site inspections, our annual company retreat, and occasionally alongside our tour groups. Guardian's Operations Team has recently traveled for work to destinations including New York City, Nashville, New Orleans, Orlando, Hawaii, Mexico, Germany, Switzerland, France, the United Kingdom, and more.
