Systems & Administration Coordinator

Are you a tech-savvy organiser who loves systems, processes and keeping things running smoothly? Join our Gold Award-winning Whitsunday tourism team and help support unforgettable experiences across the Whitsundays.

Applicants must have permanent Australian working rights. NO - WHV

About Us

Iconic Whitsunday Adventures is an award-winning, family-owned tourism business operating from Coral Sea Marina in Airlie Beach.

We deliver unforgettable Whitsunday experiences through:

• Viper Outer Reef Adventures
• Lady Enid Sailing Experiences
• Sundowner Cruises
• Coastal Explorer Bus Tours
• Private Charters
• Cruise Ship Shore Excursions

Our achievements include:

• Gold Winner, Queensland Tourism Awards – Tour & Transport Operator
• Silver Winner, Queensland Tourism Awards – Adventure Tourism
• Highly Commended, Australian Tourism Awards
• Best of Queensland Experience
• Great Barrier Reef High Standard Operator

We're a passionate, tight-knit team who genuinely love what we do and we want you to love it too.

About the Role

This isn't your average administration role.

We're looking for someone who genuinely loves systems, technology and keeping things organised behind the scenes. You'll work across reservations, booking platforms, online travel agent (OTA) channels, guest communications, rostering, business systems and day-to-day administration.

If you enjoy learning new platforms, improving processes and being the person who keeps everything running smoothly, this role was made for you.

Based in our Iconic Shop in Airlie Beach, the role also includes welcoming walk-in guests and helping them find the perfect Whitsunday adventure.

No two days are the same, and that's exactly what makes it so rewarding.

This is a flexible casual position offering up to 30+ hours per week across four or more days. For the right person, there is an opportunity to progress to permanent part-time as the business grows.

What You'll Be Doing

• Managing reservations across group tours, private charters and cruise ship bookings
• Keeping listings accurate and current across Rezdy, GetYourGuide, Viator, ATDW and other distribution channels
• Updating product information, pricing, availability and promotional offers across booking platforms
• Welcoming walk-in guests, assisting with enquiries and processing bookings and sales
• Communicating with guests regarding bookings, amendments, weather updates and operational changes
• Assisting with staff rostering, leave administration and roster maintenance through RosterElf
• Maintaining accurate databases, records and operational documentation
• Supporting the creation and maintenance of Standard Operating Procedures (SOPs)
• Assisting with website updates, product content and digital business systems
• Supporting Microsoft 365 administration, file management and workflow improvements
• Monitoring and maintaining business systems to ensure accuracy and efficiency
• Identifying opportunities to improve processes, systems and day-to-day operations

What We're Looking For

• Tech-savvy and genuinely comfortable learning new systems and digital platforms
• Experience with Rezdy, GetYourGuide, Viator, ATDW or similar platforms is highly regarded
• Highly organised and detail-oriented
• Strong written and verbal communication skills
• A warm, confident communicator who enjoys helping guests
• Excellent customer service skills
• Proactive and self-motivated, with a strong sense of ownership
• Able to manage multiple priorities and work independently
• Strong problem-solving skills and attention to detail
• Positive, reliable and committed to continuous learning

Tourism, hospitality, administration or reservations experience is desirable, but we're ultimately looking for someone who is organised, capable, tech-savvy and eager to learn.

This Role Would Suit Someone Who

• Loves systems, organisation and process improvement
• Enjoys learning new technology and online platforms
• Is equally comfortable behind a computer and interacting with guests
• Takes pride in accuracy and attention to detail
• Enjoys variety and being part of a small, supportive team
• Wants to make a genuine contribution to a growing tourism business
• Is looking for a long-term opportunity with room to grow

What's In It For You

• Flexible casual hours up to 30+ hours per week
• Opportunity to progress to permanent part-time
• Real potential to grow with the business
• Staff famil opportunities so you can experience our tours firsthand and confidently recommend them to guests
• Uniform provided
• A supportive, fun and family-run team environment
• The chance to be part of a Gold Award-winning tourism business
• A varied role where your ideas and contribution genuinely matter

How to Apply

Please submit your resume and a short cover letter outlining:

• Why this role appeals to you
• Your experience with systems, booking platforms or digital tools
• An example of a process or system you have improved
• Your availability and preferred weekly hours
• References must be supplied.