Travel Operations and Systems Specialist – Golf Tournament and Boutique Travel Packaging, Marketing and Customer Support

Travel Operations and Systems Specialist – Golf Tournament and Boutique Travel Packaging, Marketing and Customer Support
We produce an international golf television show and host boutique luxury golf tournaments and bespoke travel packages.

We are looking for a detail-oriented, analytical and design-capable Operations and Systems Specialist to complete an initial project sprint focused on supplier outreach, wholesale cost research, package formulation, spreadsheet modelling, collateral design in Canva and SOP documentation.

For the right candidate who successfully executes this setup sprint, this project may lead to longer-term work managing guest bookings, customer enquiries, marketing operations and new tournament pricing later in 2027.

Initial Project Deliverables (Phase 1):

• Supplier Research and Wholesale Contracting: Conduct thorough research to identify and contact luxury hotels, championship golf courses and private transport operators across our tournament regions (Vietnam and Thailand) to gather accurate net wholesale rates, group allocations and terms.
• Commercial Cost Modelling and Terms: Build and update structured Excel costing sheets to calculate wholesale-to-retail pricing structures, margins, payment schedules and deposit policies for our upcoming May 2027 tournaments.
• Standard Package Creation: Build standardized 7-night/5-round packages (plus 3-night/2-round post-tour extensions and add-ons like massage, club hire and extra rounds) using Travefy.
• Collateral Updates and Canva Design: Update and polish pricing tables, package itineraries and visual promotional assets using our existing Canva templates and coordinate publishing to the website in cooperation with our graphic designer and IT assistant.
• Marketing Operations and Campaign Setup: Assist with organizing marketing collateral, campaign schedules and dispatch workflows across email newsletters and digital channels using our media vault.
• Booking Funnel Setup: Configure customer intake tracking spreadsheets, deposit schedules and payment links (Airwallex and direct transfer).
• SOP and Video Documentation: Record step-by-step Loom video walkthroughs and write clear SOP guides for every task completed (supplier outreach, Travefy packaging, Canva edits and pricing math) so these workflows can be repeated effortlessly across new destinations.

Future Scope (Post-Sprint):

Once this packaging foundation, collateral design and SOP library are complete, the role may naturally expand into taking care of guest booking enquiries, running ongoing marketing distribution and packaging new tournament destinations later in 2027.

Skills and Qualifications:

• Strong operational background in workflow coordination, marketing operations or travel reservations.
• Must have direct working knowledge and practical experience with Travefy (or similar itinerary builders) and Expedia TAAP.
• Practical graphic design capability using Canva to edit, format and polish high-end marketing collateral and brochures from existing templates.
• Advanced spreadsheet skills (Excel / Google Sheets) with high accuracy in cost modelling, formulas and margins.
• Strong research and fact-finding capability to locate reliable supplier contacts, terms and rates without supervision.
• Comfortable using modern AI tools (such as Claude) to accelerate research, review formulas and draft correspondence.
• Excellent written English and professional communication skills.
• Strong systems orientation with the discipline to document processes via Loom videos and written SOPs.

CRITICAL APPLICATION INSTRUCTION:

Do not use AI to generate your proposal or answers to these questions. We require authentic, personal responses written in your own voice. We want to see your actual thought process, personality, practical background and what makes you stand out. Submissions containing generic, AI-generated text will be archived immediately.

Please answer the questions below directly in your proposal and include your video link. Generic or incomplete submissions will not be considered.

1. Research, Travel Operations and Supplier Contracting: Outline your practical experience conducting deep research and negotiating rates, room allocations, green fees and transfers directly with resorts, hotels and localized tour operators/DMCs, as well as packaging itineraries using Travefy and Expedia TAAP.

2. Canva and Marketing Operations Background: Describe your experience updating and designing promotional collateral, brochures or social graphics in Canva, as well as your background coordinating marketing campaigns or email newsletters.

3. Spreadsheet Modelling and Numbers: How do you set up an Excel sheet to model multi-variable package costs (such as fluctuating hotel seasonal rates, transport van sizing across player numbers, green fees and currency conversions) while ensuring profit margins remain protected?

4. Natural Problem-Solving and Working Style: When handed a fast-moving commercial objective, what is your natural instinct: do you pause to build structured workflows, spreadsheets and SOPs first, or do you prefer to move fast and improvise on intuition?

5. Flow State: Where do you find your greatest flow: deal-making, analyzing data or building backend operational systems?

6. High-Ticket Closing and Retention: How do you consultatively close high-ticket bookings and identify upsell opportunities while delivering attentive concierge service that ensures guests rebook tournament after tournament / year after year?

7. 90-Second Video Introduction (Mandatory): Please record and paste a link to a maximum 90-second video introduction (hosted on Loom, Google Drive, YouTube Unlisted or Dropbox) addressing these three points:

o What lights you up: Tell us about your highest personal values and what you are most passionate about in life when you are not working.
o Your human superpower: What is the single distinctive trait or character strength that truly sets you apart from anyone else?
o The one thing: What is the 1 thing that excites you most about this role opportunity?

8. Attention-to-Detail Research Test: Who are the two sisters who founded Nectar Cold Pressed in Australia? (Important: Please do not use AI for your answer. If this answer is incorrect or missing, your proposal will not be considered and will be archived automatically).