Key Responsibilities and Required Skills for Expedition Coordinator

🎯 Role Definition

Are you a master of logistics with a passion for adventure? We're searching for a highly organized and resourceful Expedition Coordinator to be the operational backbone of our life-changing journeys. In this critical role, you will be the architect behind the scenes, meticulously planning and executing every logistical detail for our global expeditions. The ideal candidate thrives in a fast-paced environment, excels at complex problem-solving, and possesses an unwavering commitment to safety and operational excellence. You will be the central hub, ensuring seamless communication and coordination between our field teams, international partners, and expedition participants from the moment a trip is conceived until the final report is filed.

📈 Career Progression

Typical Career Path

Entry Point From:

Logistics Coordinator / Assistant
Senior Travel Consultant
Event Coordinator
Field Guide / Outdoor Educator

Advancement To:

Expedition Manager
Operations Manager
Program Director
Head of Logistics

Lateral Moves:

Project Manager (in other industries)
Senior Event Manager
Corporate Travel Manager

Core Responsibilities

Primary Functions

Orchestrate the end-to-end logistical planning for multiple, complex international expeditions simultaneously, from initial concept and budgeting to post-trip reconciliation.
Develop, manage, and meticulously track detailed trip budgets, ensuring expeditions operate within financial targets while processing all related invoices and payments to global vendors.
Research, negotiate with, and contract a wide range of international and domestic vendors, including hotels, transport providers, local guides, and charter services, to secure high-quality services at competitive rates.
Manage the entire, often complex, process of securing necessary permits, visas, and permissions for participants, staff, and equipment, navigating the bureaucratic requirements of various countries.
Serve as the primary point of communication for confirmed participants, providing timely, comprehensive pre-departure information, answering inquiries, and managing all traveler data.
Create and maintain highly detailed trip itineraries, operational handbooks, risk assessments, and emergency action plans for field staff and internal teams.
Coordinate the procurement, inventory management, and complex international shipping of all expedition gear, scientific equipment, and medical supplies, ensuring timely arrival in remote locations.
Develop and implement robust risk management protocols and emergency response plans for each destination, ensuring the highest standards of safety and care are met.
Provide 24/7 on-call operational support for active expeditions, acting as the critical link between the field team and the home office to swiftly and calmly resolve any issues that arise.
Oversee all participant and staff travel arrangements, including complex international flight itineraries, ground transportation, and accommodation bookings, often across multiple time zones.
Collect and manage all necessary participant documentation, including medical forms, dietary restrictions, passport information, and travel details, ensuring confidentiality and accuracy.
Conduct comprehensive post-expedition debriefs with field staff and analyze participant feedback to identify areas for improvement and drive continuous enhancement of trip quality and operational efficiency.
Collaborate closely with program managers and sales teams to ensure logistical feasibility and accurate costings for new and existing itineraries, providing crucial operational insight.
Maintain and expand the company's database of global suppliers, contacts, and logistical information, fostering strong, long-term relationships with key partners.

Secondary Functions

Prepare and deliver detailed pre-departure briefings and training materials for expedition participants and field staff to ensure they are fully prepared for the journey ahead.
Manage the inventory, maintenance schedules, and allocation of company-owned field equipment, such as satellite phones, GPS units, and advanced medical kits.
Assist in the development and refinement of Standard Operating Procedures (SOPs) for the operations department to enhance consistency, efficiency, and safety across all programs.
Handle complex customs clearance and freight forwarding for specialized equipment, working with brokers to ensure timely and compliant delivery to remote destinations.
Support the finance department by providing accurate expense reports, budget-to-actual variance analysis, and timely financial reconciliations for each completed expedition.
Conduct in-depth destination research on new or potential locations, evaluating logistical viability, safety considerations, potential local partners, and infrastructure.
Assist in crisis management situations by coordinating communication between all parties, deploying necessary resources, and documenting incidents according to company protocol.
Liaise with marketing and communications teams to provide logistical details, operational highlights, and compelling content for use in promotional materials and on social media.

Required Skills & Competencies

Hard Skills (Technical)

Advanced proficiency in Microsoft Office Suite and Google Workspace, particularly with Excel/Sheets for complex budgeting and data management.
Proven experience with project management software (e.g., Asana, Trello, Monday.com) to track multiple complex timelines and deliverables.
Knowledge of flight booking systems (GDS like Sabre/Amadeus) and online travel agency (OTA) platforms is a strong asset.
Demonstrable financial acumen for budget creation, meticulous tracking, expense reporting, and variance analysis.
Experience with satellite communication devices (e.g., Inmarsat, Iridium) and GPS technology.
Wilderness First Responder (WFR), Wilderness First Aid (WFA), or other advanced first aid certifications are highly desirable.
Familiarity with the complexities of international shipping, freight forwarding, and customs procedures.

Soft Skills

Exceptional problem-solving skills with a talent for thinking on your feet and making sound decisions in high-pressure situations.
Meticulous attention to detail and an unwavering commitment to accuracy in all tasks, from data entry to itinerary planning.
Superb organizational and time-management skills, with the proven ability to prioritize and manage multiple complex projects simultaneously without letting details slip.
Proactive, clear, and culturally sensitive communication abilities (both written and verbal) for liaising with a diverse range of global stakeholders.
Strong negotiation and relationship-building skills for managing vendor contracts and fostering long-term partnerships.
A high degree of adaptability and personal resilience when faced with unexpected changes, travel disruptions, and logistical challenges.
A strong sense of ownership and personal accountability for the overall safety and success of each expedition.
Cross-cultural awareness and sensitivity, with experience working effectively with international partners, staff, and participants from various backgrounds.

Education & Experience

Educational Background

Minimum Education:

Bachelor's Degree or equivalent professional experience in a related field.

Preferred Education:

Bachelor's or Master's Degree in a relevant field of study.

Relevant Fields of Study:

Hospitality, Tourism & Travel Management
Logistics & Supply Chain Management
Outdoor Recreation & Education
Business Administration or Project Management
Geography or International Studies

Experience Requirements

Typical Experience Range:

3-5 years of demonstrated experience in a logistics, operations, or complex coordination role.

Preferred:

Direct experience in the adventure travel, expedition, outdoor education, or field research industry is highly preferred. Experience managing international logistics, remote operations, and/or group travel is a significant asset. A personal passion for travel and the outdoors is a definite plus.