Operations & Guest Experience Assistant (Part-Time)
Location: Hybrid – Inverness / Home
Hours: Part-time (to be agreed)
Reports to: Tour Director
About Us
We are a luxury private tour and chauffeur company based in the Scottish Highlands. We specialise in bespoke travel experiences, executive transport and exceptional customer service, creating memorable journeys tailored to each client’s individual requirements.
Our reputation is built on professionalism, discretion, reliability and meticulous attention to detail. As our business continues to grow, we are looking for an organised and adaptable Operations & Guest Experience Assistant to help ensure every aspect of our operation runs smoothly.
About the Role
This is a varied operational role supporting the day-to-day running of the business while helping to deliver an exceptional experience for every guest.
You’ll work closely with the Tour Director to coordinate bookings, liaise with clients and suppliers, manage administration and ensure every tour runs seamlessly from initial enquiry through to completion.
We’re looking for someone who thrives in a busy environment, remains calm under pressure and enjoys solving problems. Hospitality, travel, events or tourism experience would be particularly valuable.
Due to the nature of the luxury travel industry, occasional evening and weekend work will be required to support client bookings, tour operations and business needs. We offer flexibility in return, with hybrid working and agreed time off in lieu where appropriate.
Key Responsibilities
* Manage customer enquiries and booking administration.
* Coordinate tour schedules, driver availability and daily logistics.
* Prepare quotations, booking confirmations, itineraries and travel documents.
* Liaise with hotels, estates, attractions, restaurants and other suppliers to ensure seamless guest experiences.
* Monitor emails and ensure enquiries are responded to promptly and professionally.
* Maintain CRM systems and accurate operational records.
* Assist with invoicing, payments and general financial administration.
* Support marketing administration, social media scheduling and website updates where required.
* Help identify opportunities to improve operational processes and efficiency.
* Provide administrative support across all areas of the business.
* Undertake any other duties appropriate to the role.
Essential Skills & Experience
* Previous experience in operations, administration, hospitality, travel or tourism.
* Excellent organisational skills with exceptional attention to detail.
* Proven ability to work successfully in a busy, fast-paced environment where priorities can change quickly.
* Ability to remain calm, organised and professional under pressure.
* Excellent customer service skills with a polished and professional manner.
* Strong written and verbal communication skills.
* Confident using Google Workspace (Gmail, Calendar, Drive, Docs, Sheets and Meet) and cloud-based systems.
* Ability to quickly learn new software and digital tools.
* Ability to work independently and manage your own workload.
* A proactive approach to problem-solving and continuous improvement.
* Flexible approach to working hours, including occasional evenings and weekends to meet operational requirements.
Desirable Skills & Experience
* Experience within luxury hospitality, travel, tourism or executive services.
* Experience using booking systems or CRM software.
* Experience using Xero or similar accounting software.
* Knowledge of the Scottish Highlands and local tourism industry.
* Full UK driving licence.
Personal Attributes
We’re looking for someone who:
* Enjoys working in a dynamic and fast-moving environment.
* Thrives under pressure and can confidently manage multiple priorities.
* Is highly organised and dependable.
* Has excellent attention to detail and takes pride in producing accurate work.
* Is professional, discreet and trustworthy.
* Has outstanding interpersonal and communication skills.
* Is flexible, adaptable and willing to support different aspects of the business.
* Shares our commitment to delivering exceptional service and creating memorable experiences for every client.
What We Offer
* Flexible part-time hours.
* Hybrid working.
* A varied and rewarding role within a growing luxury travel business.
* The opportunity to work alongside an experienced Tour Director and contribute to delivering outstanding guest experiences.
* A supportive, friendly and collaborative working environment.
* Competitive hourly rate, dependent on experience.
Pay: £13.55-£16.00 per hour
Work Location: Hybrid remote in Inverness IV2 3DU
