Florence Coordinator and Fulfilment Specialist

About LivTours

LivTours is an innovative tour operator specializing in immersive, high-quality travel experiences across 23 European destinations. With over 12 years in the industry, our small but highly productive team thrives in a flexible, fast-paced environment, dedicated to exceptional service and seamless tour operations.

Role Overview

We’re looking for a versatile and proactive professional to join our Fulfilment Team as a full-time Ground Operations Coordinator in Florence, reporting to the Fulfilment Manager. This role is split between on-the-ground service delivery and remote operational support, requiring a hands‑on approach, strong organization, and problem‑solving skills.

The ideal candidate is enthusiastic, detail-oriented, and thrives in fast-paced environments. You’ll play a key role in coordinating tour operations, assisting customers and guides, resolving logistical challenges, and ensuring smooth day-to-day execution. As the primary reference point for the organization in the region, you will provide local expertise, operational insights, and on‑the‑ground support. If you excel at multitasking, crisis management, and customer service, this role offers a dynamic mix of fieldwork and behind-the-scenes operations, keeping each day varied and engaging.

Key Responsibilities

• Coordinating tours and events, welcoming clients, handling emergencies, and facilitating smooth meet‑and‑greets with guides at various starting locations, including the distribution of necessary materials.
• Managing inventory materials and supporting the distribution needs of the ticketing office, being flexible and able to physically visit the ticket offices.
• Act as the regional expert and primary point of contact for the entire LivTours team, providing support across all operational and strategic needs.
• Assist the product team to refine and enhance existing products when necessary.
• Collaborate daily with operations to prepare pre‑tour communications and pre‑service checks.
• Provide on‑the-ground support and rapid problem‑solving during peak periods and operational disruptions, ensuring seamless service and customer satisfaction.
• Assist the supply and venue manager in maintaining strong partner relationships such as sites, restaurants, and transport suppliers.
• Develop and maintain procedural documentation, ensuring all departmental processes are clearly defined and effectively implemented.
• Assist the Florence guide manager in assigning guides for last‑minute bookings and providing guide support when the guide manager is off shift.
• Support additional projects and company‑wide initiatives as defined by the COO and CEO, contributing to broader operational and strategic goals.
• Coordinate the full fulfillment cycle of LivTours experiences—from ticket procurement and supplier allocation to on‑tour client support.
• Stay up to date with evolving products, procedures, and operational conditions.
• Review and prepare upcoming bookings, ensuring all logistics, timing, and service elements are fully aligned and executed flawlessly.

Skills & Experience

• Experience in tourism operations and providing coordination services.
• High energy, motivation, and reliability, coupled with a positive outlook and engaging personality.
• Adept at managing stress and remaining composed under pressure.
• Detail‑oriented, time‑management and organizational skills.
• Technological proficiency, in order to work with our proprietary software.
• Exceptional organizational and operational management skills with the ability to multitask in a fast‑paced environment.
• Proactive problem‑solving ability and keen attention to detail ensuring seamless execution of operations and service quality.
• Outstanding communication skills—professionally efficient in all forms of written and verbal communication.
• Bilingual proficiency in English and Italian.
• Professional presentation and willingness to adhere to a company uniform .
• A keen eye for photography and/or video is a plus.

Working hours & contract

• Contract: full time 6 months contract.
• Salary range: 24k-26K plus bonus
• Low season Monday to Friday from 9:00 - 17:00, high season (April 1st to October 31st), 6 days per week from April 1st to October 31st, 8am to 14:30 (Mondays off).