Reservations & Logistics Coordinator

About Travel Buddies

Travel Buddies is a fun, vibrant and growing adventure travel company, bringing like-minded travellers together through unforgettable semi-guided group tours across Australia’s East Coast and New Zealand, with exciting plans to expand into Asia!

We’re all about adventure, connection and creating incredible travel experiences, and behind every great trip is a team making it all happen.

We’re looking for a highly organised, detail-oriented Reservations & Logistics Coordinator to join our Byron Bay office. If you love travel, thrive in a fast-paced environment and enjoy making things run smoothly behind the scenes, we’d love to hear from you!

Role Overview

As a Reservations & Logistics Coordinator, you’ll play an important role in ensuring our tours run smoothly from booking through to departure and beyond. Working closely with our travel partners, operators and customers, you’ll coordinate reservations, itineraries and tour logistics to help deliver seamless and memorable travel experiences.

This is a varied, hands-on role suited to someone who is highly organised, detail-oriented and enjoys working in a fast-paced travel environment.

Key Responsibilities

• Reservations & Bookings: Manage booking enquiries, process reservations and maintain accurate records across booking systems.
• Tour Logistics & Allocations: Coordinate bookings, allocations and departure arrangements with external tour operators and travel partners.
• Itinerary Management: Create and update digital itineraries and tour calendars using Canva, ensuring all travel details are accurate and communicated.
• Customer Communication & Support: Manage tour WhatsApp groups, respond to customer enquiries and assist with booking changes and tour-related issues.
• Operator & Partner Relationships: Build and maintain strong working relationships with travel partners to ensure smooth tour operations.
• Invoice Management: Review supplier invoices against agreed rates and bookings before forwarding to accounts for processing.
• Data Entry & Reporting: Maintain accurate booking and tour information across internal systems and assist with operational reporting.
• Customer Experience: Coordinate post-tour feedback and reviews, and provide occasional on-the-ground customer support and weekly meet-and-greets in Byron Bay.

Skills & Experience

• Exceptional organisational skills, attention to detail and the ability to manage multiple priorities.
• Previous experience in travel coordination, reservations, logistics or a similar role is highly regarded.
• Highly proficient skills in spreadsheet creation, formulas, and shortcuts
• Confidence using digital systems and tools, including Google Workspace, WhatsApp Business or booking platforms such as Rezdy.
• Strong written and verbal communication skills, with a customer-focused approach.
• Ability to work independently, take initiative and collaborate effectively with internal teams and external partners.
• A proactive, solutions-focused mindset and the ability to adapt in a fast-paced environment.
• A genuine passion for travel, adventure and creating great customer experiences.

Benefits:

• Employee discount

Work Location: In person