Operations Administrator (Italian and/or Spanish Speaking) - #2092377

About Us

At Flavours Holidays, we create inspiring small-group holidays centred around creativity, culture, food, and connection. Our guests join us to learn new skills, explore beautiful destinations, and share memorable experiences with like-minded travellers.

We are looking for a highly organised and customer-focused Operations Executive to join our Operations team. This is a pivotal role that ensures every aspect of our holidays runs smoothly, from the moment a guest books until they return home.

The Role

As an Operations Executive, you will be responsible for delivering an exceptional post-sales guest experience while coordinating the operational details that make our holidays seamless and memorable.

Acting as the primary point of contact for guests after booking, you will manage travel information, special requests, and pre-departure communications, while also liaising closely with our overseas partners, including villa owners, drivers, chefs, hosts, and tutors.

This role requires excellent organisational skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key ResponsibilitiesGuest Experience and Administration

• Act as the first point of contact for all post-sales guest enquiries via telephone and email
• Manage the Travel Information inbox and respond to enquiries promptly
• Collect, input, and maintain accurate guest information, including flights, insurance details, dietary requirements, emergency contacts, and dates of birth
• Process balance payments, bank transfers, and telephone payments, and proactively follow up outstanding balances
• Arrange private transfers and provide guests with quotations as required
• Schedule and coordinate pre-departure Zoom calls for guests and tutors
• Issue luggage tags, holiday materials, and other pre-departure documentation
• Monitor and manage the receipt of guest questionnaires and special requirements
• Process cancellations and communicate changes to suppliers and destination teams

Holiday Operations and Coordination

• Maintain accurate operational data for holidays, including villas, itineraries, tutors, hosts, chefs, restaurants, transfers, and excursions
• Review and update holiday itineraries to ensure alignment with published information
• Ensure all itineraries, transfer details, and operational information are finalised and distributed within agreed timelines
• Liaise regularly with drivers, villa owners, chefs, hosts, and tutors to confirm arrangements and resolve queries
• Coordinate and book destination visits, excursions, and activities as required
• Support overseas teams with holiday budgets, payment processes, and operational systems
• Review supplier invoices and prepare them for approval
• Conduct regular stock checks and coordinate shipments to overseas destinations

Destination Support

• Undertake occasional overseas visits to support holiday operations, conduct quality checks, and host guests where required
• Build strong relationships with local suppliers and destination teams
• Identify opportunities to improve operational efficiency and enhance the guest experience

Skills, Knowledge and ExperienceEssential

• Fluent in Italian and/or Spanish, with strong written and verbal communication skills
• Previous experience in a customer service, travel, hospitality, or operations role
• Excellent organisational skills and exceptional attention to detail
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Strong administrative and data management skills
• Confident using Microsoft Office and CRM or booking systems
• Excellent communication and relationship-building skills
• Ability to work independently and collaboratively as part of a team
• Flexible approach to work and willingness to travel overseas when required

Desirable

• Experience within the travel, tourism, hospitality, or events sector
• Experience coordinating suppliers or managing logistics
• Additional European language skills
• Previous experience hosting groups or working in overseas destinations
• Passion for travel, food, art, culture, and experiential holidays

What We Offer

• The opportunity to work with a passionate and supportive team
• Travel opportunities to inspiring destinations
• A varied and rewarding role with genuine impact on guest experiences
• Ongoing training and development opportunities

To apply, please send your CV and a covering letter outlining your relevant experience and language skills to [email protected]