Travel Coordinator 

We are hiring a Travel Coordinator to support the work needed to transform a client’s trip concept into a well-planned itinerary. This role supports all aspects and details of trip planning and execution.  You will be assigned trips that you will work on independently from start to finish with a clear process to follow.  

 

Top Duties:

• Execute the design of trip itineraries, researching and thoughtfully considering all necessary components and support services required for an exceptional, stress-free travel experience.

• Prepare trip proposals for client approval; revise proposals with client input and coordination with our vendors, carefully and with incredible attention to detail.

• Research and create hotel proposals for client approval. Work includes details around room type, rates and preparing the information in an easy way for clients to digest.  

• Proactively monitor, execute all tasks needed to complete each client trip knowing the status of each trip at all times. 

• Facilitate the deposits and final payments for client trips. Produce insurance quotes as well as update insurance to account for payments  

• Maintain meticulous documentation of all elements of a client’s trip in our shared digital folders so that any team member can know every detail of a trip.

• Communicate with clients and vendors throughout the design process.

• Draft letters of introduction for every hotel stay on a trip that reconfirms all the details of the reservation along with background on the client.  

• Research and document key reference and support materials for different destinations or experiences.

• Help maintain and quality check restaurant lists. 

• Prepare itinerary documents for clients using the company’s itinerary software (AXUS), following specific formatting guidelines. 

• Process all new sales in the company’s invoicing system

• Follow up with documenting all financials and producing commission invoices as needed.

 

We are ideally looking for someone who has 30 hours available each week but we can be flexible on when those hours are worked. You will have discretion over when you work outside of one or two team meetings each week that can be scheduled around your calendar. 

 

Our ideal candidate will demonstrate the following:

• A sharp eye, attention to detail, and strong proofreading skills are absolute must-have talents for anyone to be successful in this role.

• A self-starter who can comfortably take the lead on organizing tasks and staying on top of deadlines - exceptional organizational skills.

• An individual who thrives in the details.

• Good problem solver and independent thinker who never takes “no” for an answer.

• Communicates clearly and professionally; possesses excellent copy editing and proofing skills.

• Comfortable working in an all-digital environment

• Be committed to continuous improvement, excellence and error-free work.

• Appreciate a sense of urgency, but be able to prioritize accuracy and good decision-making even under pressure from a long to-do list. 

• A team player in a supportive, growing, high-energy travel business. 

• Must be tech savvy and familiar with all commonly used software such as Google Docs and Slack. More importantly, the ideal candidate will have a high comfort level in adopting new technology quickly.  Basecamp, Evernote and Travel Joy are also digital platforms/tools we use daily.  

• Background in the travel industry is not required, but a curiosity to explore the world will serve you well in this role.

• A customer service mindset

​​

Compensation/Benefits 

• This position could be flexible with hours with a minimum of ~15 per week up to ~30 per week. It offers an hourly rate that starts at $20 - $25 per hour with a higher rate with travel experience.  

• There will be a review period of 90 days and a bonus paid after one year of work and annually thereafter.  

• Remote work environment and complete flexibility in terms of when the hours are worked.  

• You will earn commission on travel referred and on personal and family travel after the first year. 

• Includes paid vacation and sick leave (with the time approved in advance) scaled to hours worked.  You are also open to unpaid time off if scheduled around peak busy times.