Supplier Coordinator

About us

Here Now Adventures is a curated adventure travel platform. We connect travellers with small, independent guides and operators running genuinely interesting trips - fly fishing in South Africa, gravel riding in Spain, river expeditions in Madagascar, mountain biking in Tuscany.

We are deliberately not a mass-market travel booking site. We work with a small number of operators we've vetted properly, and we care more about who we work with than how many.

We're early. The platform is built and live, and we're now growing the supply side. This is the job.

The role

You own the supplier journey from first contact to launch-ready.

That means finding operators worth approaching, making the first approach, and then running the whole onboarding process - gathering what we need from them, chasing what's missing, and handing over a complete, ready-to-build listing.

You are the person who makes sure nothing stalls.

What you'll actually do

Pipeline research

• Find small and mid-sized adventure operators who fit what we do
• Build and maintain a prospect list with enough detail for us to judge quickly: what they run, where, group sizes, why they're interesting
• Learn what a good fit looks like and get sharper at it over time

Outreach

• Send first-contact email s to prospective suppliers, using our templates and tone
• Handle the back-and-forth up to the point of a serious conversation
• Recognise when someone isn't a fit and move on without wasting time

Onboarding

• Run new suppliers through our onboarding process, step by step
• Occasional supplier video calls
• Collect what we need: insurance certificates, cancellation and refund terms, group size limits, rate sheets, availability
• Gather adventure content for the website platform listing - descriptions, day-by-day itineraries, what's included and what isn't, difficulty guidance, kit lists, meeting points, and high-resolution photos
• Help suppliers fill in their own details on the platform when they get stuck
• Chase politely and persistently. One nudge, then a decision — we don't chase indefinitely
• Keep supplier folders and records organised so nothing goes missing

Flagging and escalation

• Tell us when a supplier is ready for review
• Tell us when something's off: vague answers, missing insurance, terms that don't work, a supplier who's gone cold

What you won't do

• You won't publish suppliers or adventures. Final sign-off and publishing stay with us.
• You won't set pricing or negotiate commercial terms.
• You won't handle customer bookings, customer support, or payments.

What we need from you

Excellent written and spoken English. Most of your work is written — you'll be email ing operators in South Africa, Spain, Italy, USA and elsewhere, and your email s need to read like a person wrote them, warm and direct, not corporate. You'll also join occasional video calls with suppliers, so you need to be comfortable holding a conversation.

Judgment. You'll be making calls on when to follow up, when to push, when to let something go. We can't answer every question in real time.

Genuine independence. We're often tied up for hours at a stretch and can't respond quickly. You need to keep things moving on your own and batch up your questions rather than waiting on us.

Attention to detail. Missing insurance documents and half-finished content are the difference between a trip going live and a trip sitting in limbo.

Organisation. You'll be tracking a dozen suppliers at different stages simultaneously.

Useful but not essential: experience in travel, tourism, hospitality, or logistics. An interest in the outdoors.

How it works

• Contractor arrangement, invoiced monthly, paid via Wise or other mainstream platform such as PayPal
• Two to three weeks of paid training upfront so you learn our process, our standards, and how we talk to suppliers
• Weekly check-in call; otherwise asynchronous
• Working hours must overlap with European and African mornings (roughly 2pm–7pm Philippine time)

If this works well, there's scope to grow the role - more hours, more responsibility, and eventually help on the marketing and content side

To apply

Send us:

• A short note - a few paragraphs, not a formal cover letter - telling us about a time you had to chase someone for something and actually got it. What did you do?
• Your CV or a link to your profile.
• Your available hours and your monthly rate for 20–25 hrs/week.

And do this: go to our website, pick one adventure listed there, and tell us in a few sentences what kind of operator you think we'd want to work with next, and why. You don't need to be right. We want to see how you think.

Applications without that last part won't be read.