Expedition Planning Coordinator

Location:  Remote (with occasional UK travel for team events)

Contract:  Full-time

Department:  Operations

Reports to:  Senior Planning Manager

Salary:  £30,000

Do you have a love of travel and adventure that life has taken in a different direction - but hasn't dimmed? Are you the kind of person who notices when a document is out of date before anyone else does, and finds real satisfaction in a process that actually works? If so, we might have just the role for you.

We're seeking an Expedition Planning Coordinator to join our Operations team - someone who brings order, precision, and reliability to the complex administrative engine that supports every expedition we run. This is a remote, flexible role built for someone who wants meaningful, skilled work that fits around their life.

About the Role

This is fundamentally an administrative and coordination role. You'll own the end-to-end documentation and systems management for a portfolio of expedition itineraries - from planning templates and supplier records through to final delivery packs for schools. You'll be the person every team relies on to have the right information, in the right place, at the right time.

You'll work closely with overseas partners, internal departments, and third-party providers - acting as the central point of coordination and the keeper of programme records. It's a varied, detail-rich role that demands real organisational discipline and a methodical approach to managing high volumes of complex information.

What You'll Be Doing

• Owning and maintaining all planning documentation - Product Summaries, Kit Lists, itinerary templates — keeping everything accurate, version-controlled, and up to date
• Managing planning data across Workbooks and SharePoint, including schedules, itinerary tracking, supplier records, and booking confirmations
• Producing final itinerary packs and PAX documentation for each expedition team to an exacting standard
• Coordinating across internal teams (Flights, Finance, Leader Placement) to ensure everyone has what they need, when they need it
• Managing the administrative relationship with third-party suppliers - tracking contracts, booking confirmations, invoices, and audit information
• Maintaining and updating destination risk assessments and compliance documentation, with clear version control and sign-off records
• Monitoring global developments that could affect programme delivery and ensuring any changes are accurately reflected in planning records
• Continually improving documentation processes and templates to reduce errors and drive consistency across the planning function

What We're Looking For

Essential:

• Proven experience in a high-volume administrative or operational coordination role - you're comfortable managing multiple complex workstreams at once
• Exceptional attention to detail: errors bother you, and you take personal pride in the accuracy of your work
• Strong document management skills - you understand version control, filing structure, and the importance of accessible, well-maintained records
• Proficient in Microsoft 365 (SharePoint, Excel, Outlook, Teams)
• Highly organised and self-managing - you prioritise effectively, meet deadlines, and proactively chase your own actions
• Clear, accurate written communication
• A methodical, process-driven mindset: you look for systems and structure, not workarounds
• Experience of overseas travel- preferably in the Global South

Desirable:

• Experience in the travel, education, or events sector
• Familiarity with CRM or workflow management tools (e.g. Workbooks or similar)
• Experience working with schools or in a duty of care environment
• An interest in international travel and expedition environments
• Experience of travelling in South and Southeast Asia and/or Europe

Why Join Us?

You'll be joining a passionate, mission-driven team dedicated to giving young people genuinely transformative travel experiences. Your work - the documentation, the systems, the planning discipline - is what makes those experiences possible. It's a role where being brilliant at the detail really matters, and where your organisational skills will be valued and noticed.

Additional benefits

• Remote working with flexible hours — we care about output, not when you're at your desk
• A genuinely varied role where your organisational skills make a real difference
• CPD opportunities to support your professional growth
• The chance to be part of a mission-driven team sending young people on life-changing expeditions
• Potential for overseas travel opportunities (subject to business need; not guaranteed)

We'd love to hear from you. Please send your CV and a brief cover letter to jen.reynolds@outlookexpeditions.com outlining your experience and why this role appeals to you.

Application deadline:  Monday, 8th June 2026

Interviews:  Week commencing 15th June 2026