Austin Adventures Supplier Relations Coordinator

Job Title: Austin Adventures Supplier Relations Coordinator

Reporting to: Associate Director of Global Product, based in Montana, USA

Location: Billings, MT or Remote

Collaborative Relationships:

• Head of Global Product (Montana based)
• Global Product Team Members (various locations)
• North America Operations Team

Role Overview:

• Oversee all vendor reservations, room inventory, and communications with suppliers (hotels, activities, restaurants) to ensure the seamless execution of Austin Adventures Tours across North America.
• Assist in aligning internal teams, guides, and suppliers to deliver exceptional guest experiences while maintaining accuracy across key internal systems and reporting.
• Drive operational excellence and accountability through budget management, invoice tracking, post-season analysis, and ongoing improvements to supplier performance and tour quality.

Key Responsibilities:

1. Supplier Relationship & Inventory Management

• Coordinate with hotel suppliers to:

Request rates, dates, and availability for future seasons.

Manage departure release dates, cancellations and booking modifications.

• Maintain positive, professional relationships through clear communication (email, calls, etc.)
• Manage rooming allocations
• Track, review, and submit invoices; flag discrepancies and ensure timely payments.

2. Trip Planning & Logistics Coordination

• Develop and maintain logistics dashboards for each trip departure.
• Prepare and distribute guest rooming lists to accommodation partners.
• Support readiness across systems and documentation ahead of departures.

3. Operational Quality & Budget Oversight

• Collaborate closely with the North America operations team and guides to uphold tour standards.
• Monitor quality throughout the season; collect and implement feedback post-season.
• Prepare and manage trip budgets to align with company financial goals.

4. Business Plan

• Assist in the delivery of the objectives of the annual Product Team business plan.

5. Health and Safety

• Undertake all work in a safe manner and follow all company workplace health and safety procedures and policies.

6. Other Duties

• Perform additional duties as assigned, including tasks that are incidental to the role or necessary for supporting team and business objectives.

Required skills and behaviors:

• Exceptional organizational skills
• Strong written and verbal communication
• Detail-oriented mindset
• Budget management experience
• Collaborative approach
• Problem-solving and adaptability
• Customer-first mentality
• Ability to work independently and take initiative
• Experience with platforms such as Microsoft Office, Tour Amigo, and Hubspot is a plus, but not mandatory
• Passion for Tourism and National Parks

KPIs:

• Operational Accuracy and Readiness
• Timeliness & Responsiveness
• Supplier & Vendor Performance
• Cross-Team Collaboration
• Continuous Improvement
• Contributing to the objectives of the annual Product Team business plan
• Demonstrating the company culture and DNA:

We care deeply

We exceed expectations

We tell it like it is

We create meaningful connections

We love adventure & love what we do

About Active Adventure, Austin Adventures & Discovery Bicycle Tours:

Active Adventures, based in Queenstown NZ joined forces with Austin Adventures based in Montana, USA and on July 1, 2021 and Discovery Bicycle Tours based in Vermont, USA on August 1, 2024 to create one global adventure travel company with three unique brands. All brands have decades of experience in small group adventure travel, yet each offers distinctly different experiences to appeal to a broader range of travelers. Highly experienced, authentic local guides, all-inclusive and fully guided are the hallmarks of all three brands.

Active Adventures has a strong hiking focus, and most tours also include biking and kayaking. They operate a wide range of international bucket-list adventure experiences including the Ultimate South Island Adventure (New Zealand), Everest Base Camp, Tour de Mont Blanc (Europe), Serengeti National Park (Africa) and adventures in Peru, Patagonia, and the Galapagos Islands in South America.

Austin Adventures focuses on the US National Parks and has perfected the art of creating itineraries featuring exceptional regional dining, distinctive accommodations, and exhilarating activities, with a special focus on bespoke family departures.

Discovery Bicycle Tours specializes in organizing guided cycling trips that allow participants to explore various destinations while enjoying the outdoors. They typically offer a range of tours that cater to different skill levels, focusing on scenic routes, local culture, and unique experiences.

Active Adventures, Austin Adventures and Discovery Bicycle Tours have offices in Queenstown (NZ), Billings (Montana, USA) and Woodstock (Vermont, USA) with operational bases in South America and Europe. The company employs 35 full-time staff plus a team of over 80 dedicated guides and service suppliers. The team is highly experienced and driven by their desire to share their own passion for adventure with others.

Job Type: Full-time

Pay: From $50,000.00 per year

Work Location: Hybrid remote in Billings, MT 59101