Position Overview

We are seeking a highly organized Assistant Travel Coordinator to support the daily operations of a boutique luxury travel advisory practice specializing in hotel-focused travel planning for families and couples.

This role centers on hotel reservations, proposal preparation, and booking coordination, ensuring that every detail is accurate, organized, and aligned with the high service standards expected in the luxury travel industry.

The Travel Coordinator plays a critical role in managing the operational side of bookings, from building hotel proposals and verifying rates to coordinating pre-arrival details and ensuring reservations are properly tracked across internal systems. The role requires strong independent judgment, meticulous attention to detail, and a proactive mindset.

This is a fully remote position that works closely with the founder and internal operations team in a collaborative and supportive environment.

Key Responsibilities

Hotel Proposals and Reservations: Support the preparation and coordination of hotel bookings for clients.

Responsibilities include:

• Building hotel-focused travel proposals using Travefy
• Pulling rates from VIP booking portals and supplier systems
• Verifying cancellation policies, deposit terms, and booking conditions
• Comparing rates across programs to ensure the best value for clients
• Confirming reservations and maintaining booking accuracy
• Tracking confirmations, room types, and reservation details
• Coordinating special requests such as early check-in, transfers, or family needs
• Ensuring all bookings are accurately recorded and documented

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Booking Management and Client Coordination: Manage the operational workflow for active bookings.

Responsibilities include:

• Monitoring a shared inbox and triaging client requests throughout the day
• Drafting professional client and hotel communications
• Coordinating booking changes, cancellations, and date adjustments
• Confirming pre-arrival details with hotel VIP contacts
• Generating client invoices and entering reservations into required supplier portals
• Researching hotel properties and destinations when needed
• Supporting cruise or FIT research requests when applicable

CRM and Workflow Management: Maintain organized booking workflows and project tracking.

Responsibilities include:

• Managing tasks and bookings inside ClickUp, the primary project management system
• Maintaining accurate records for all trips and reservations
• Tracking booking progress, confirmations, and pre-arrival coordination
• Keeping internal workflows organized and up to date
• Supporting documentation of processes and operational procedures

Client and contact information is managed through HubSpot, while booking proposals and client-facing materials are created in Travefy.

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Technology and AI Assisted Workflows: Support operational efficiency through modern tools and automation.

Responsibilities include:

• Using AI tools such as Claude to assist with drafting communications, research, and workflow support
• Participating in AI-assisted processes used to review bookings and identify potential issues
• Contributing feedback to improve AI workflows and internal systems
• Identifying opportunities to streamline repetitive processes through automation

The ideal candidate enjoys working with technology and is comfortable integrating new tools into daily workflows.

Operational Support: Provide administrative and operational assistance to ensure smooth day-to-day operations.

Responsibilities may include:

• Maintaining accurate documentation of bookings and processes
• Supporting internal workflow organization
• Occasionally making phone calls to hotels when required
• Monitoring lead inquiries that arrive through social media or booking platforms
• Flagging outdated pricing or hotel information when encountered

Requirements

• Based in Latin America or Europe. Must align working hours with PST ( Pacific Stardad Time) 
• Reliable high-speed internet connection and professional remote work environment
• Advanced English proficiency (C1–C2) with strong written communication
• Experience in luxury travel, hotel reservations, concierge services, or VIP guest services
• Strong working knowledge of VIP hotel booking programs or luxury hotel networks
• Experience working with ClickUp or comparable project management tools
• Proficiency with Gmail and Google Workspace
• Strong comfort working with numbers, including rate comparisons, tax calculations, and pricing structures.
• Exceptional attention to detail across booking elements such as:
  
  • Rates
  • Policies
  • room types
  • Deposit structures
  • Confirmation numbers
  • Cancellation policies
• Strong organizational skills and ability to manage multiple workflows
• Interest in learning and using AI tools to improve operational efficiency

Highly Preferred

• Experience using Travefy for building hotel proposals
• Experience with TravelWits or GDS systems such as Sabre, Amadeus, or Apollo
• Experience working with VIP booking portals such as Virtuoso, Preferred Partner, STARS, Prive, or Hilton for Luxury
• Prior experience using AI tools such as Claude in professional workflows

Ideal Candidate Profile

• Highly detail-oriented with strong accuracy in booking and pricing details
• Independent and self-directed in managing daily work priorities
• Comfortable working in a remote and collaborative team environment
• Curious about technology and operational improvements
• Proactive in identifying workflow gaps or opportunities to improve processes
• Passionate about hospitality and delivering exceptional service behind the scenes

Why Join Us

• Work remotely with a supportive and collaborative international team
• Be part of a modern travel business that values systems, organization, and operational excellence
• Gain exposure to the luxury travel industry and global hotel partners
• Develop skills in operations, CRM management, and workflow optimization
• Work in an environment that encourages efficiency, curiosity, and continuous improvement

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Application Instructions

If you are highly organized, passionate about hospitality, and enjoy working with structured systems and workflows, we would love to hear from you.

Join us in supporting exceptional travel experiences by ensuring every detail behind the scenes is handled with care and precision. Apply Now!