Role Overview

We’re looking for a detail-obsessed Travel Coordinator to manage trip logistics from booking to departure. This role supports the advisory team by ensuring every reservation, confirmation, and document is accurate and organized.

You will handle backend coordination so advisors can focus on client relationships and strategy. Precision, organization, and calm execution are essential.

Key Responsibilities

Trip Coordination
• Confirm hotel, transfer, tour, and experience bookings
• Review all reservations for accuracy (dates, room types, rates, notes)
• Track deposit schedules and final payment deadlines
• Ensure special requests and VIP notes are properly communicated

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 saved and properly labeled

Partner Communication
• Communicate with hotels, DMCs, and travel partners
• Follow up on pending confirmations and requests
• Escalate issues proactively when needed

Systems & Workflow
• Update CRM with booking details and trip notes
• Maintain clean folder systems and naming conventions
• Track active trips and status updates
• Support post-trip follow-up documentation

Requirements

• 2+ years experience in travel coordination, hospitality, or luxury service
• Strong attention to detail and organizational skills
• Excellent written and verbal English communication
• Comfortable managing multiple active trips simultaneously
• Proficient in Google Workspace
• Available during U.S. 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

• Process-driven and structured
• Calm under pressure
• Proactive in catching mistakes before they happen
• Takes pride in precision
• Thrives in a fast-moving, founder-led environment