[Hiring] Operations Coordinator @Global Sports Management

Role Description

The Operations Coordinator owns the end-to-end delivery of the Company’s premium tickets, hospitality packages and travel programmes – from confirmed booking through to post-event reconciliation. The role coordinates clients, suppliers and internal systems so that every booking is delivered exactly as sold, on time and on margin, and acts as the operational backbone between the sales team, suppliers and clients across India and Australia. The role reports directly to the Founder & Director.

Key Responsibilities

• 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 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 across cricket, AFL, NRL, rugby and other codes, delivering verified comparisons with a recommendation.
• Draft client-facing and marketing collateral that accurately reflects the Company's official appointments and brand.

Qualifications

• 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.
• Proven experience building travel and hospitality packages.
• Fluent in travel-industry terminology and conventions.
• Demonstrated ability to manage multiple suppliers, deadlines and stakeholders simultaneously.
• Advanced Excel and Google Sheets skills.
• Demonstrated working proficiency in Xero and Zoho CRM.
• Experience with supplier booking portals, hotel reservation systems and ticketing platforms.
• Working knowledge of workflow automation and integration tools (desirable).
• Confident using AI tools as an accelerator.
• Willingness to work Australian business hours from India.

Skills

• Obsessive attention to detail.
• Technically fluent and quick to learn new platforms.
• Checks before sending; every invoice, list and summary is verified.
• Calm and decisive under pressure.
• Hands-on and self-sufficient.
• Discretion and professionalism when handling premium clients.
• Strong organisational discipline.
• Ability to thrive in a fast-paced, high-value, deadline-driven environment.

Compensation and Terms of Engagement

• All-inclusive monthly fee, commensurate with experience and confirmed at offer stage.
• 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.
• 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.

Company Description

Global Sports Travel is a premium sports travel and hospitality company, offering official ticketing, curated hospitality packages and complete travel programmes across the world’s biggest sporting events. We provide official, verifiable access for corporate clients and private travellers at marquee events including the Ashes, the 150th Anniversary Test, all ICC tournaments, Formula 1 and Wimbledon. We are officially appointed and accredited within the programmes we sell, and everything we deliver runs through authorised channels.