Group Travel & Events Coordinator

Warning, this job isn’t for you…

… if you like your routine, being in the office Monday to Friday and can’t adapt to changing circumstances. But if you love travel, adventure, planning events, and enjoy variety in your job role, read on…

Looking for a new, exciting career to kick-start your 2025? Big Blue Adventures is looking for a legend to come and join the crew full-time. But be warned, this is a very niche job role and for many this isn’t the right opportunity. But for those who really want it, this could be the perfect job and the lifestyle change you’ve been craving.

Job title:

Group Travel & Events Coordinator

Job description:

You will be responsible for selling, planning, and the in-person delivery of our tailor-made company offsites and group travel adventures across our destinations (Portugal, Croatia and Wales).

About your next employer:

Big Blue Adventures specialise in tailor-made company offsites and group adventure travel in Portugal, Wales & Croatia, with more destinations on the horizon. A convenient one-stop shop for group travel needs. We pride ourselves on our award-winning customer service and hosted trip packages, which include a range of beginner-friendly activities, group accommodation, food and drink options, conferences and events.

Job responsibilities:

Sales: crafting and selling tailor-made offsites and private group travel getaways through warm inbound leads. This includes leading on discovery calls with prospective new clients.

• Convert warm inbound trip enquiries
• Communicate and build new client relationships via online video meetings, phone calls and e-mail communications
• Create tailor-made package quotes, exciting itineraries and personalised proposals
• Follow up on proposals and enquiries
• Sales related business development, including online networking with prospective clients (utilising LinkedIn etc) and attending events

Travel & event planning: organising your own upcoming group events and company offsites, as well as supporting colleagues with their bookings.

• Book outdoor activities, accommodation, local transport, F&B and conference spaces. Ensure all trip details are correct, and manage package elements throughout the event timeline
• You will be using a mix of the following software: Google G-Suite, Trello, Slack, Better Proposals, Dropbox, WhatsApp, Monday CRM, and good old-fashioned phone calls throughout the event planning process
• Pro-active communication and client management: keep your colleagues well-informed, lead on planning meetings with the client, set task deadlines, and update event stakeholders and suppliers
• Problem-solving and crisis management: group travel and events can often throw some curveballs, so a key part of your planning is to keep the event on track, and to manage unforeseen issues. It’s important to adapt to changing situations, and be able to go with the flow
• Budget management
• Book travel arrangements and order event supplies
• Planning admin and file management

Hosting & Trip Delivery: it’s in Big Blue Adventures’ DNA to always provide a warm, professional and flexible hosting service. You must be naturally driven to deliver 5* results, time after time.

• Workshops, conferences and events delivery: manage the agenda ensuring everything flows and stays on track. Including the set-up of event spaces
• Transfers and logistics management: airport meet & greets, proactive communication with transfer partners
• Itinerary management: update event stakeholders with any changes to ensure the event runs smoothly, stay one step ahead to ensure everything is running on time
• Delegating tasks: team / freelance staff management
• Outdoor and cultural activities: work with local suppliers to ensure we deliver top quality experiences - get involved in a range of adventures, from coasteering and mountain-biking, to cultural walks and food tours. Always bringing a good vibe and positive energy
• Filming and photos: capture the special moments (using GoPros and DSLR cameras - training provided), help shoot social media content, brief our professional videographer so they capture the correct client-agreed content
• Keep it the Big Blue way, respect the company’s values. A personal approach and integrity is super important to us.

Must haves: you, as the cliché goes, are the ultimate all-rounder. Excellent planning and laser-focused organisational skills in the office, positive energy as a host, a clear and confident communicator who stays calm under pressure, but also thrives on going with the flow. A people person and relationship builder, who can close a sale. Who also gets excited by the idea of travel, adventure and corporate events.

• Excellent computer and administrative skills (extra kudos if you have experience using Google G-Suite, Slack, Trello, Monday CRM, Dropbox and Better Proposals)
• Previous experience working in group travel and/or events management (ideally 3+ years)
• Sales experience
• Strong written and verbal English. Knowing another language, especially Portuguese, is awesome. But other languages, such as German or Spanish, are very useful too
• Happy working in a fast-paced environment with an adaptable approach to change
• Team player who can ‘ride the wave’ and is cool under pressure
• Able to work effectively in your own space, as well as in a team environment
• Love for domestic & international travel, watersports and outdoor adventures (you’ll be doing activities such as surfing, coasteering, canyoning, kayaking, mountain-biking, rafting, hiking, rock climbing, Tuk Tuk tours, food & wine tours, etc). You do not need experience in these activities, but need to be up for joining in
• Confident and independent, have initiative and can prioritise tasks, great time management skills and have your own organisational processes
• Not shy of sharing ideas and speaking up, likes to challenge the status quo
• Thrives on event energy, and is able to put in a long shift when required with the in-person trip delivery (event hosting), always bringing the good vibes
• Highly organised, with attention to detail and clear communication
• 5* customer service skills
• Being a ‘social butterfly.’ During our trips you’ll be working closely with the team, and staying in shared accommodation
• An in-date passport
• Driving licence with your own car to use for trip delivery

Please note:

We are based in Lisbon and Cardiff / south Wales, so ideally we’d love for a new team member to live in one of these areas, so we can have some co-working days together weekly. However, for the right candidate, we can consider the position being fully-remote, as long as you live near one of our trip destinations in Portugal or Wales (neighbouring English counties such as Somerset can be included).

Due to the nature of this role, this is not a fitting match for someone who needs a regular Monday to Friday, 9 – 5. This role will provide a lot of variety with exciting travel opportunities. As a result, regular weekend work and weeks away are to be expected during high-season, and occasionally in low-season, albeit with plenty of notice to plan your life calendar.

The company is growing, so we need to adapt to the changing demands in our environment. You need to be a flexible and self-motivated professional who can adapt with us on this journey.

Job benefits:

• Competitive starting pay range of circa £28,000 > £30,000 per annum, some flexibility depending on the candidate
• Flexible start times and hybrid working
• International travel
• Private medical insurance including cashback on dental and optical treatments
• Casual office attire - no suits, we prefer flip-flops and wetsuits
• Team socials - we enjoy the buzz of adventure together
• Monthly native tree planting donations for each staff member, plus opportunity to join team beach cleans
• Opportunity for upskilling and learning
• Be part of a small but mighty team, where you can make a direct impact
• Supportive, friendly work environment with an open door policy

To apply, please send your CV and cover letter/video to Daniel Manley, daniel@bigblueadventures.com. Yeah, we get it, cover letters are so 2000! But, this is where you can express your genuine excitement, and show us your commitment and hunger for the opportunity to join us on this adventure. So get creative!

Start date ASAP, ideally January or February 2025.

We are anticipating high volumes of applications, so please bear with us. Unfortunately, it may not be possible to respond to all applicants.

Thank you and good luck!