Executive – Operations (Inbound Tours) Full Time

Company Description

Sai Voyages (India) is an approved Inbound Tour Operator based in New Delhi, specialising in tours to India and neighbouring countries such as Nepal, Tibet, Bhutan, Bangladesh, Sri Lanka, and the Maldives. With extensive expertise in organising travel experiences, Sai Voyages offers personalised services to ensure unforgettable journeys for its clients.

Role Description

This is a full-time on-site role for an Executive – Operations (Inbound Tours). Based in Delhi, India, the role involves managing day-to-day operations related to inbound tours. The Executive will be responsible for coordinating itineraries, liaising with clients and service providers, ensuring smooth execution of tour programs, handling customer inquiries, and providing excellent customer service.

Key Responsibilities:

1. Booking & Tour Operations

• Handle confirmed FIT & group bookings end-to-end
• Review bookings and verify all services
• Execute tours from confirmation to completion
• Monitor daily movements, arrivals, and departures
• Handle last-minute changes and operational issues
• Maintain booking-wise operation checklists

2. Itinerary Execution

• Review finalized itineraries before operations
• Convert itinerary into operational service sheets
• Ensure all services mapped correctly
• Monitor special requests, meal plans & inclusions
• Maintain rooming lists and travel details

3. Vendor Coordination

• Coordinate with hotels, transporters, guides & local vendors
• Send confirmations and follow-ups
• Manage allocations and availability
• Maintain vendor contact list
• Ensure service delivery as per booking

4. Documentation & Vouchers

• Prepare and share service vouchers
• Create operation files for each booking
• Share driver and guide briefings
• Maintain arrival/departure sheets
• Ensure documentation accuracy

5. Agent & Client Coordination

• Act as SPOC post booking confirmation
• Share operational updates and reconfirmations
• Handle queries during tour
• Manage special requests and upgrades
• Handle complaints and service recovery

6. Cost Control & Profitability

• Monitor services as per confirmed costing
• Avoid operational cost overruns
• Track additional services and upgrades
• Coordinate with accounts for cost clarity
• Maintain booking profitability

7. Daily Operations Monitoring

• Check daily arrivals and departures
• Monitor airport transfers and hotel check-ins
• Track vehicle and guide reporting
• Handle emergencies and last-minute changes
• Provide daily updates to management

8. Transport & Guide Management

• Allocate vehicles as per group size
• Share pickup details and timings
• Assign language guides
• Ensure driver and guide briefings
• Handle replacements if required

9. Team Coordination

• Supervise operations executives
• Assign bookings and monitor execution
• Ensure timelines and service quality
• Train junior team members
• Maintain SOPs

10. Post Tour & Reporting

• Collect feedback from agents
• Record service issues
• Close operation files
• Coordinate vendor bills with accounts
• Maintain MIS and booking tracker

Required Skills

• Inbound tour operations experience
• Strong destination knowledge (India & neighbouring countries)
• Vendor management skills
• Multi-tasking ability
• Problem-solving mindset
• Attention to detail
• Good communication skills

KPI / Performance Indicators

• Error-free tour execution
• Timely confirmations
• Client satisfaction
• Cost control
• Vendor coordination efficiency
• Smooth daily operations

Qualifications

• Strong interpersonal and communication skills
• Experience in operations management and general operations
• Proficient in analytical skills
• Ability to handle multitasking and time management effectively
• Prior experience in the travel and tourism industry is an advantage
• Bachelor’s degree in Tourism, Hospitality Management, or a related field