Operations Coordinator - Sports Travel And Hospitality

This is a remote position.

• Manage all bookings across concurrent events, from confirmation through to post-event reconciliation
  
• Act as the day-to-day operational contact for clients; respond to queries within 4 hours and escalate unresolved issues within 24 hours
  
• Track payment milestones, trigger invoices on schedule and flag payment delays within 48 hours
  
• Raise, revise and cancel client invoices in Xero on request from the sales team; issue invoice links, receipts and payment confirmations to clients the same day
  
• Chase outstanding client payments to agreed deadlines and, where payment is not received, cancel invoices and release held inventory with written confirmation to the client
  
• Process amendments, upsells and add-ons with accurate, real-time pricing updates
  
• Confirm hotel, transport, hospitality and ticket allocations with suppliers against hard deadlines
  
• Maintain supplier scorecards covering price, reliability and responsiveness
  
• Reconcile supplier invoices against bookings and purchase orders; flag discrepancies and overspend immediately
  
• Reconcile supplier booking acknowledgements (e.g. Cricket Australia Travel Office, AFL Event Office) against internal booking sheets and invoices; log booking reference numbers and flag any name, guest-count or category discrepancies the same day
  
• Source and negotiate hotel room rates, inclusions and extras directly with properties in Australia and India for group and VIP itineraries, presenting options in a clear per-room, per-night comparison
  
• Build and cost complete event packages – tickets, accommodation, flights, transfers and hospitality – for individual clients and groups, with correct room configurations and per-person pricing for two-, three- and multi-person bookings
  
• Build day-by-day itineraries and issue client updates at 7 days and 48 hours before each event
  
• Build and maintain hotel rooming lists and allocation trackers in Google Sheets, kept current and shared with management and suppliers
  
• Prepare travel manifests, ticket delivery schedules, emergency contacts and contingency plans
  
• Resolve live operational issues during events, including missed flights, no-shows and supplier failures
  
• Maintain accurate, same-day records of all bookings and transactions in Zoho CRM and Xero
  
• Provide weekly pipeline, delivery and cash-collection reporting to management
  
• Track post-event profitability and flag margin erosion by cost line
  
• Support the sales team with sale-to-delivery handovers, delivery proofs and client references
  
• Research and compile event, ticketing and hospitality options (availability, categories, pricing) across cricket, AFL, NRL, rugby and other codes, delivering verified comparisons with a recommendation – not raw search or AI output
  
• Draft client-facing and marketing collateral (booking confirmations, package summaries, press releases) that accurately reflects the Company's official appointments and brand
  

• All-inclusive monthly fee, commensurate with experience and confirmed at offer stage, payable against a monthly invoice
  
• The fee is inclusive of all costs; the contractor is responsible for their own taxes, equipment, phone and internet
  
• No additional allowances or reimbursements unless approved by the Company in writing in advance
  
• The engagement is full-time and exclusive to the Company for its duration; no concurrent employment, contracting or client engagements are permitted
  
• Performance and remuneration review at six months against agreed KPIs
  
• Opportunities for domestic and international travel to major sporting events, with pre-approved expenses covered by the Company
  

Requirements

• Bachelor’s degree in Engineering, IT, Sports Management or a related field
  
• Minimum 3–5 years’ hands-on experience in travel, hospitality, events, ticketing or high-touch client service operations – this is not a trainee role
  
• Proven experience building travel and hospitality packages – combining tickets, accommodation, flights, transfers and hospitality into priced packages for singles, couples and groups of two, three or more, including correct room configuration (single, twin, double, triple) and per-person vs per-room costing
  
• Fluent in travel-industry terminology and conventions – hotel room and occupancy types, meal plans (RO/BB/HB/FB), check-in/out and release dates, cancellation policies; airline fare classes, PNRs, ticket rules, baggage and change conditions; and ticketing categories and allocations
  
• Demonstrated ability to manage multiple suppliers, deadlines and stakeholders simultaneously
  
• Advanced Excel and Google Sheets – lookups, pivot tables, data validation, conditional formatting and error-checking – with a track record of building accurate, duplicate-free trackers and reconciliations
  
• Demonstrated working proficiency in Xero (invoicing, credit notes, receipts, reconciliation) and Zoho CRM (pipeline, workflows, reporting) – required, not preferred
  
• Experience with supplier booking portals, hotel reservation systems and ticketing platforms (e.g. official event travel offices, Ticketmaster, GDS or bedbank systems)
  
• Working knowledge of workflow automation and integration tools (Zoho Flow, Zapier, Google Apps Script or similar) to reduce manual data entry between CRM, accounting and spreadsheets (desirable)
  
• Confident using AI tools as an accelerator, with every output verified against source data, analysed and accompanied by a recommendation before it is submitted
  
• Willingness to work Australian business hours from India, including evenings, weekends and holidays around major events
  

• Obsessive attention to detail – names, dates, amounts and deadlines
  
• Technically fluent – comfortable owning systems, spreadsheets and data flows end to end, and quick to learn new platforms without hand-holding
  
• Checks before sending – every invoice, list and summary is verified against source data; errors that reach a client or supplier are not acceptable
  
• Calm and decisive under pressure; events do not wait
  
• Hands-on and self-sufficient – spots gaps and fixes them without being asked
  
• Discretion and professionalism when handling premium clients and confidential pricing
  
• Strong organisational discipline; reports hard numbers, not hopeful ones
  
• Ability to thrive in a fast-paced, high-value, deadline-driven environment