International Travel Operations Manager

Screening Note: Were looking for experienced tour managers whove led groups of 10+ travellers, have deep local knowledge of their region, and can handle the beautiful chaos of curated adventures. Mandatory requirement: Must have international destination experience or a proven track record of quickly establishing vendor networks in new markets.

Who We Are:

Experience Co. is an experiential brand that curates & produces some of Indias most exciting travel IPs. Were not your typical travel company—were architects of life-altering collisions between founders, creators, and those ready to tilt their world.

Our work centers on three pillars:

• Designing and running travel experiences across 20+ countries that go beyond surface-level tourism
• Nurturing a community of 5,000+ handpicked individuals whove said yes to deeper living
• Driving life-altering collisions through immersive journeys where FOMO, clarity, and breakthroughs intersect

What Youll Do:

TLDR: Youre the mastermind making sure every detail falls into place - flawless trip delivery through meticulous logistics coordination, budget management, and vendor relationships—with occasional on-ground leadership (1-2 trips/year). Youll be our go-to person for international destinations, vendor negotiations, and turning budget constraints into premium experiences.

The Longer Version: Youll quietly ensure that every journey runs like clockwork behind Experience Co.s seamless experiences, managing the complex web of logistics, budgets, and partnerships that make magic look effortless. From vendor negotiations to emergency backup plans, you ensure every detail is locked down so our guests experience pure transformation without a single operational hiccup. Whether its establishing vendor networks in Iceland or negotiating premium rates within tight budgets, you make the impossible look routine.

Your Impact & Responsibilities:

Backend Operations & Coordination

• Coordinate end-to-end logistics for multiple concurrent trips across international destinations
• Manage detailed itineraries, vendor schedules, and timeline coordination from Bengaluru HQ
• Serve as primary liaison between local vendors and Experience Co. operations team
• Handle pre-trip logistics setup and post-trip vendor reconciliation and feedback
• Occasionally lead on-ground experiences (1-2 trips/year) when operational expertise is needed
• Research and establish vendor networks for new international destinations

Budget & Financial Management

• Own and manage trip budgets ranging from ₹8-15L per edition with precision
• Execute strategic vendor negotiations with demonstrable cost savings while maintaining premium service standards
• Track expenses in real-time and maintain cost optimization without compromising quality
• Handle vendor payments, invoicing, and financial reconciliation across multiple trips
• Identify cost-saving opportunities while maintaining Experience Co.s premium standards
• Navigate currency fluctuations and international payment structures

Vendor Relations & Quality Control

• Build and maintain strong relationships with 15-20 key vendors across accommodation, dining, and activities
• Develop vendor networks in new international markets through intensive research and relationship building
• Conduct regular vendor audits and quality assessments to ensure Experience Co. standards
• Negotiate contracts and service level agreements that protect guest experience while optimizing costs
• Develop backup vendor options for critical services to minimize trip disruption risks
• Handle vendor escalations and service recovery when standards arent met

Strategic Planning & Innovation

• Research and scout new international experiences, venues, and partnerships to keep programming fresh
• Maintain detailed destination knowledge including seasonal considerations, cultural nuances, and local insights
• Collaborate with Experience Design team on itinerary optimization and new trip development
• Create comprehensive trip documentation and standard operating procedures
• Analyze guest feedback and implement systematic improvements to trip programming
• Conduct competitive intelligence gathering and market research for destination feasibility

Operations & Communication

• Maintain detailed trip reports, vendor performance data, and budget reconciliations
• Coordinate with Bengaluru HQ on trip planning, execution status, and post-trip analysis
• Handle crisis management and backup planning for weather, vendor, or logistical disruptions
• Manage documentation requirements including permits, insurance, and compliance issues
• Execute seamless handoffs to on-ground trip leaders with comprehensive briefing materials

About You:

Experience

• 3+ years in tour operations, destination management, or travel logistics coordination
• Proven experience managing budgets of ₹5L+ and vendor relationships in travel/hospitality
• Background in premium travel, experiential tourism, or luxury hospitality operations
• Experience coordinating multiple concurrent projects with complex moving parts
• Experience with international destinations and cross-border vendor management required
• Demonstrated ability to research and establish vendor networks in new markets

Skills

• Advanced Excel/Google Sheets for budget tracking and vendor management
• Proven track record in vendor negotiations with demonstrable cost savings while maintaining premium service standards
• Project management and multi-timeline coordination abilities
• Crisis management and contingency planning under pressure
• Detail-oriented execution with ability to spot and prevent potential issues
• Market research and competitive intelligence gathering
• Cultural adaptability and international business acumen
• Exceptional research skills for new destination development

Tools

• Advanced Google Workspace (Sheets, Docs, Drive) for operations management
• Budget tracking and expense management systems
• CRM or vendor management platforms
• WhatsApp Business and professional communication tools
• Basic project management tools (Notion, Asana, Airtable or similar)

Communication

• Fluent in English; local language proficiency highly preferred
• Professional written communication for vendor correspondence and reporting
• Ability to communicate complex logistics clearly to both vendors and internal teams
• Comfortable with remote collaboration and virtual coordination
• Experience navigating cross-cultural communication in vendor relationships

Organization

• Obsessive attention to detail in budget tracking and vendor coordination
• Ability to manage multiple concurrent trip logistics without dropping any balls
• Systematic approach to documentation and process improvement
• Advanced time management across different time zones and project timelines

Adaptability

• Thrives in ambiguous situations and comfortable with last-minute changes
• Resourceful problem-solver who finds creative solutions with limited resources
• Calm under pressure and maintains positive energy during challenges
• Open to feedback and continuous improvement based on guest insights
• Ability to quickly build vendor networks in unfamiliar markets
• Self-directed learning and market intelligence gathering

Culture Fitment:

• Youre a behind-the-scenes perfectionist who finds deep satisfaction in flawless execution that makes magic look effortless
• Youre comfortable with financial responsibility and actually enjoy the challenge of optimizing budgets while maintaining quality
• Youre a relationship builder who understands that great vendor partnerships are the foundation of exceptional experiences
• Youre process-oriented and love creating systems that prevent problems before they happen
• Youre a strategic thinker who can balance immediate operational needs with long-term destination development
• Youre resourceful and proactive and prefer to solve problems before they impact guest experience
• Youre quality-obsessed and understand that Experience Co.s reputation depends on every single touchpoint being perfect
• Youre a research enthusiast who gets energized by diving deep into new destinations and uncovering hidden gems

Why Join Us:

Experience Co. isnt just about taking people places—were about creating the invisible infrastructure that makes transformation possible. As an International Travel Operations Manager, youre the operational backbone ensuring that every logistics detail is so perfectly executed that guests can focus entirely on their breakthroughs and connections.

Youll be the behind-the-scenes architect working with incredible destinations across the globe while building the systems and relationships that make magic look effortless. Your work directly enables life-changing experiences for some of the most interesting humans on the planet, whether theyre exploring the Northern Lights in Iceland or discovering hidden temples in Southeast Asia.

Ready to be the operational genius behind unforgettable international experiences? Lets build something extraordinary together.