Travel Coordinator|Luxury Travel Agency Remote | Must be available during U.S. Eastern Time business hours (9 AM–5 PM ET

Full Job Description

 We are a luxury travel agency specializing in highly personalized trips for discerning clients. We are seeking a highly detail-oriented Travel Coordinator to manage the operational execution of trips from booking through departure.The travel advisor designs the trip and manages the client relationship. The Travel Coordinator ensures flawless execution—confirming reservations, coordinating logistics, tracking payments, and communicating with travel partners so every trip runs smoothly.This role is operations-focused and does not involve sales.Role OverviewAfter the advisor designs the trip, the Travel Coordinator manages the full logistical execution of the itinerary. This includes coordinating reservations, organizing documentation, managing payment schedules, and communicating with hotels, DMCs, and concierge teams to ensure every detail is confirmed prior to departure.

Job Responsibilities

Trip Coordination

• Confirm hotel, transfer, tour, and experience bookings

• Review reservations carefully for accuracy (dates, room types, rates, amenities, and notes)

• Track deposit schedules and final payment deadlines

• Follow up with clients regarding outstanding payments and required travel details

• Ensure VIP notes, guest preferences, and special requests are communicated to partners

Concierge & Guest Experience Coordination 

• Coordinate with hotel concierge teams and partners for restaurant reservations, special experiences, and guest requests 

• Communicate important trip notes and guest preferences to suppliers 

• Ensure concierge arrangements are confirmed prior to travel

Documentation & Itineraries 

• Prepare and organize final travel documents 

• Quality-check itineraries for accuracy and consistency 

• Maintain organized digital files for each trip 

• Ensure all confirmations are properly saved and labeled

Partner Communication 

• Communicate with hotels, DMCs, and travel partners regarding reservations and trip details

 • Follow up on pending confirmations, upgrades, and special arrangements

 • Proactively resolve issues before they affect the client experience

Systems & Workflow

• Update CRM with booking details, payments, and trip notes

• Maintain clean and structured folder systems for each trip

• Track active trips, confirmations, and payment timelines

• Support post-trip documentation and internal trip records

Job Requirements

Requirements

• 2+ years experience in travel coordination, hospitality operations, or luxury service

• Exceptional attention to detail and organizational skills

• Strong written and verbal English communication

• Ability to manage multiple active trips simultaneously

• Proficiency with Google Workspace

• Availability during U.S. Eastern Time business hours

Nice to Have

• Experience working with luxury hotels or high-net-worth clients

• Familiarity with TravelJoy or similar CRM systems

• Understanding of luxury travel networks 

Ideal Candidate

• Highly process-driven and organized

• Calm under pressure and comfortable managing multiple moving parts

• Proactive in catching errors before they affect the client

• Takes pride in precision and operational excellence

• Thrives in a fast-moving, founder-led environment

Applicants should have direct experience reviewing travel reservations, confirmations, or hospitality bookings. This role is not suited for general virtual assistants without travel or hospitality experience.Attention to detail is essential for this role. Please include the word “itinerary” in the first line of your application so we know you read the full description.

Skills Required

• Administration - Intermediate
• CRM - Intermediate
• Writing & Composition - Expert
• Time Management & Study Skills - Expert
• Communication Skills - Expert

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