Discover Canada Tours - Join the Team!
Departure Coordinator (Co-Op Available)
Description
Location: Downtown Vancouver (In-Person)
Schedule: 4–5 days/week | Approx. 30-40 hours/week
Term: Seasonal – May through October (start and end dates can be flexible and accommodating)
Compensation: $19-21/hour
Spend your summer sharing the best of Western Canada with the world!
Discover Canada Tours – a family-owned, Canadian, and preferred tour operator for World Cup 2026 by Destination British Columbia – is hiring energetic and friendly Departure Coordinator to help create smooth departures for our tours. Whether it’s a day trip to Whistler, a scenic escape to Victoria, or a multi-day journey through the Canadian Rockies, you’ll help visitors craft amazing memories while gaining valuable experience in the tourism industry.
Reporting to the Operations Manager, the Departure Coordinator plays a key role in supporting the daily operations of tours, ensuring smooth logistics, efficient tour preparation, and seamless departures. This role involves working closely with the Operations team, tour guides, sales staff, and suppliers to maintain high-quality tour execution. The Assistant will also provide support to various departments, including Discover Canada Student Adventures (DCSA) and West Trek, contributing to special projects and initiatives.
Work Environment and Typical Schedule:
- The typical work week: flexible hours between 6 AM to 3 PM, though starting time of every work shift can vary depending on the time the tours depart on the day.
- Rotational on-call duties, including potential full-day weekend shifts during peak seasons.
- Work location: Office-based position at Discover Canada Tours’ head office in downtown Vancouver.
What You’ll Be Doing:
Tour Departures
- Lead and oversee all scheduled tour departures, ensuring a professional, organized, and guest-focused experience.
- Prepare all departure materials, including signage, tour bags, manifests, and operational documents and following company standards.
- Set up and manage the departure area, coordinating with drivers, guides, and other team members to ensure a smooth departure process.
- Oversee guest check-ins, including late arrivals, special requests, and operational adjustments.
- Act as the primary on-site representative during departures, providing support, guidance, and solutions as needed.
- Ensure tour guides adhere to all company protocols (uniforms, customer greetings, documentation) and uphold brand standards at all times.
- Engage directly with guests to create a positive and memorable first impression of the tour.
- Coordinate with the Operations team regarding last-minute changes, guest concerns, or logistical challenges.
- Deliver on-call support during assigned shifts, taking ownership of real-time problem-solving for departures and enroute tour support.
Tour Coordination & Logistics
- Support the Operations team in daily tasks related to tour execution.
- Update assigned operational spreadsheets, including the Live Guide, Master Trip List, and Charter Master.
- Assist with pre-tour logistics, including checking ferry, guide, and bus dispatch sheets to ensure accurate reservations.
- Coordinate itineraries, passenger lists, activity reservations, and meal reservations as needed.
- Assist with destination coordination as assigned.
- Support the DCSA account management process by gathering information for school ski trips (Schools on Snow program)
- Maintain and manage the inventory of tour supplies, equipment, and clothing, ensuring timely returns and follow-ups on missing items.
Tour Guide Support and Client Experience
- Prepare and organize all necessary materials for tour bags, including passenger lists, waivers, vouchers, expense/revenue forms, driver tips, and bus signs.
- Ensure all tour bags are returned post-trip and follow up on any missing items.
- Assist tour guides with guest check-in, waiver form collection, and crowd management during departures.
- Support tour guides and guests on tour in the capacity of a chaperone or assistant guide, engage with participants, and capture photos/videos for promotional use and to enhance product knowledge.
- Assist with updating and maintaining documented guidelines for tour bag preparation, including training Operations interns and performing quality checks.
Operational Support & Administration
- Assist with general office duties, including answering phones, processing bookings, and supporting operations and sales teams.
- Support sales and customer service teams with operational queries and client requests.
- Maintain and update all relevant operational spreadsheets with tour details.
- Assist with processing credit card payments and ensuring accuracy within the booking system.
- Handle data entry, reception tasks, photocopying, and other administrative duties.
- Maintain a friendly and proactive customer service approach, greeting visitors and assisting walk-in clients.
Other Support Duties
- West Trek Support: Assist the West Trek team with other sales and promotional initiatives as requested to support customer interactions.
- Oversee weekday scheduled tour departures as needed.
- Assist with DCSA account management, including waivers, manifests, and rooming lists.
Here are The Must-Have Qualifications:
- Legally eligible to work in Canada. Candidates must hold valid work authorization for the duration of the role.
- 0.5–1 years of experience in operations, logistics, hospitality, or customer service (tourism industry experience is an asset).
- Previous experience coordinating events, group travel, or large-scale customer-facing activities preferred.
- Experience with booking systems, scheduling, or CRM software is an asset.
- Strong organizational skills with the ability to manage multiple tasks under tight deadlines.
- Excellent interpersonal and communication skills for working with guests, guides, suppliers, and internal teams.
- High attention to detail and accuracy in documentation, manifests, and logistical coordination.
- Ability to remain calm and solution-focused when managing last-minute changes or operational challenges.
- Physically able to manage departure set-up, supplies, and equipment (up to 50 lbs).
- Valid Class 5 BC Driver’s License (or equivalent) is an asset.
- First Aid and CPR certification is an asset.
- Clean Criminal Record Check with the Vulnerable sector is an asset.
- Proficient in Microsoft Office and Google Suite.
- Previous experiences working with Fareharbour, Ventrata, or similar booking systems are assets.
- Excellent communication and interpersonal skills to work effectively with colleagues, suppliers, and clients.
- Physically able to lift, carry, and move supplies/equipment (up to 30 lbs).
- Proactive problem-solver with the ability to work independently and in a team environment.
How We Picture You:
- Take full responsibility for your role, proactively identifying opportunities to improve processes and enhance the guest experience.
- Willing to go above and beyond to ensure smooth operations, accurate logistics, and exceptional service delivery.
- Communicate effectively in English, fostering positive relationships with colleagues, suppliers, and tour guides. Ability to influence and build trust while working across departments.
- Work well in a team environment, promoting a positive and supportive culture within the operations department and among tour guides. Be the kind of colleague people enjoy working with, open to sharing knowledge and seeking growth opportunities.
- Stay calm under pressure, make sound decisions, and effectively manage stressful situations, particularly during peak seasons.
- Punctual and disciplined.
- Detail-oriented with the ability to multitask, manage tight deadlines, and adapt to an evolving operational environment. Strong ability to prioritize tasks and maintain accuracy.
- Thrive in a fast-paced, dynamic environment, particularly during peak operational periods, and collaborate effectively to navigate challenges.
- Enthusiastic, optimistic, energetic, and self-motivated, with a strong desire to contribute to the success of the team and company.
- Commitment to Discover Canada Tours’ policies, procedures, objectives and core values.
Who This Role is Perfect For:
- Students or emerging professionals looking for real-world tourism experience
- Folks who are outgoing, energetic, and comfortable having conversations with strangers
- Confident communicators who loves helping others
- People who are familiar with – or eager to learn fast about - destinations like Whistler, Victoria, and the Canadian Rockies
Why Work With Us:
- Fun, team-oriented environment with an adventurous spirit
- Be part of a Canadian-owned company with over 20 years of success in tourism
- Eligibility to exclusive access to FAM trips – see the tours you’re selling!
- Travel perks and discounts across our brands and partners
- Room to grow in one of Western Canada’s fastest-growing adventure travel companies
- Access to on-site fitness facilities.\
Our Core Values:
- Teamwork is Dreamwork!
- Go the Extra Mile!
- Have Fun Doing It!
- Be Good, Do Good!
- Explore with Confidence!
Ready to Apply?
Send us your resume and a brief cover note or paragraph sharing why you’d make a great fit. If you love travel, thrive on energy, and want to help others make the most of their time in Canada, this could be the perfect summer gig for you!
Compensation
$19.00 - $21.00 per hour