Expedition Planning Coordinator

Role Purpose

The Expedition Planning Coordinator is the operational backbone of our expedition programme. This is fundamentally an administrative and coordination role that demands exceptional organisational ability, meticulous attention to detail, and a systematic approach to managing complex, multi-layered planning processes. You will own the end-to-end administration of expedition itineraries - from initial documentation through to final delivery packs - ensuring every detail is accurate, traceable, and aligned across all teams. You will work closely with overseas partners, internal departments, and third-party providers, acting as the central point of coordination and the keeper of programme records.

Key Responsibilities

Itinerary Administration & Documentation

• Own and maintain all planning documentation, ensuring it is accurate, version-controlled, and consistently up to date.
• Manage a high volume of detailed itinerary records across multiple destinations simultaneously, with a zero-tolerance approach to errors or omissions.
• Ensure all planning paperwork is completed, approved, and filed correctly ahead of programme milestones and school sign-off deadlines.
• Proactively identify gaps or inconsistencies in documentation and take ownership of resolving them before they become operational issues.

Systems & Data Management

• Take full ownership of planning data within Workbooks and SharePoint - maintaining planning schedules, flight preferences, itinerary tracking, and programme records with precision.
• Ensure supplier bookings, Purchase Orders and invoice records are accurately logged and reconciled against programme requirements.
• Develop and maintain organisational systems that allow information to be accessed, cross-referenced, and audited easily by other team members.
• Monitor and manage shared inboxes, task trackers, and planning workflows to ensure nothing falls through the cracks.
• Continually improve documentation processes and templates to drive consistency and reduce administrative error across the planning function.

Supplier & Partner Coordination

• Manage the administrative relationship with third-party suppliers - tracking terms of business, waivers, risk management protocols, auditing information, and booking confirmations.
• Ensure all supplier agreements, contracts, and correspondence are accurately filed and accessible.
• Confirm and document all supplier bookings against programme requirements, flagging any discrepancies to the Senior Planning Manager promptly.
• Maintain supplier contact records and ensure all key information is kept current and complete within shared systems.

Cross-Departmental Coordination

• Act as the central administrative liaison between the Programme Team, Flight Bookings, Leader Placement, Finance, and other internal teams - ensuring all parties have the information they need, when they need it.
• Manage the handover of final itineraries and planning paperwork to schools and delivery teams in a timely and organised manner.
• Provide accurate, destination-specific information and planning detail to colleagues on request, drawing on well-maintained records rather than memory.
• Track outstanding actions across departments and follow up proactively to keep planning timelines on track.

Safety, Risk & Compliance Administration

• Maintain and update destination and phase-specific risk assessments in line with programme changes, ensuring all documentation meets compliance requirements.
• Prepare and distribute destination risk assessment packs and responsible tourism guidance to all relevant stakeholders ahead of programme delivery.
• Monitor global developments - including weather patterns, political changes, and social conditions -and ensure any impact on planning documentation is recorded and communicated accurately.
• Maintain a clear audit trail for all risk and compliance documentation, ensuring version control and sign-off records are always up to date.

Person Specification

Essential

• Demonstrable experience in a high-volume administrative or operational coordination role - managing multiple complex workstreams simultaneously.
• Exceptional attention to detail: you notice what others miss, and you take personal pride in the accuracy of your work.
• Strong command of document management and version control - comfortable owning shared filing systems, templates, and records.
• Proficient user of Microsoft 365 (SharePoint, Excel, Outlook, Teams); confident managing data across multiple platforms.
• Highly organised with strong self-management: able to prioritise a demanding workload, meet tight deadlines, and proactively manage your own task list.
• Clear written communication skills - able to produce well-structured, accurate documents and correspondence.
• A methodical, process-driven mindset: you look for systems and structure, not workarounds.

Desirable

• Experience in the travel, education, or events sector.
• Familiarity with CRM or operations management software (e.g. Workbooks or similar).
• Experience working with schools, youth organisations, or in an environment with duty of care responsibilities.
• An interest in international travel and expedition environments.

What Success Looks Like

In this role, you will be measured not by grand strategy but by the quality and reliability of your operational output. Success means:

• Planning documentation is always accurate, complete, and accessible - teams never have to chase you for information.
• Itineraries are produced on time, to standard, every time.
• Systems are well-maintained, logical, and trusted by the wider team.
• Problems are spotted early and fixed before they become operational incidents.
• Colleagues describe you as someone who never lets things slip through the cracks.

Interested?

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