Position Overview:

We seek a highly proactive and detail-oriented Concierge Coordinator to join one of our premier travel partner companies. This travel management company specializes in ultra-luxe exclusive trips that require a high level of attention to detail and responsiveness. As the Concierge Coordinator, you will hold an important position in guaranteeing flawless travel experiences for our esteemed clientele while ensuring the efficient execution of the company's administrative functions. In this captivating role, your proactive engagement will encompass overseeing client documents, managing operational tasks and CRMs, conducting comprehensive destination research, and securing the creation of unforgettable travel memories for our clients.

As the coordinator, your diverse responsibilities will include: 

Supplier Communication and Collaboration:

• Liaise with concierges and DMCs, answer inquiries and provide the necessary information
• Secure one-off activities and dining reservations.
• Transfer supplier confirmations to the Axus platform.

Communication and Planning:

• Gather all client details including but not limited to: passport details, ensuring compliance, and New Client forms in Travel Joy.
• Manage the shared calendar (birthdates, passport info etc).
• Extract data from messages in Travel Joy and input them into the dedicated fields (e.g. Birthday, etc…).

Documentation and Organization:

• Manage traveler information within Trello.
• Compile relevant information in Axus for creating itineraries.
• Create detailed itineraries in Axus.
• Attach all relevant documents to the Axus itinerary for client reference.
• Share conversation notes in Trello.
• Create and manage a library in Axus.

Travel Coordination and Support:

• Confirm if visas are needed and check passport expiration dates.
• Quote hotel rates and quote proposals for clients. 
• Quote travel insurance for clients.
• Book one-off activities if required (e.g. transfers, timed entries, museums, etc…).
• Secure restaurant reservations for clients.
• Secure spa reservations for clients.
• Send VIP requests to hotels with client details and arrange in-room amenities.
• Provide contact info and final details to suppliers.

Requirements

• Strong, reliable internet connection.
• Level of English: Advanced.
• Highly Detailed Oriented!
• Minimum 1-2 years of proven experience in the Tourism or Hospitality industry or a similar support role.
• Proficiency in utilizing CRM tools and travel software such as AXUS.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Exceptional communication skills, both written and verbal, with a keen eye for detail.
• Proficient in using various productivity tools such as Microsoft 365 or Google Suite, and Project Management tools.
• Demonstrated ability to handle confidential and sensitive information with professionalism and discretion.
• Strong problem-solving skills and the ability to adapt to changing priorities.
• Self-motivated and proactive, able to work independently and as part of a team.
• Willingness to learn new skills and technologies.
• Ability to thrive in a fast-paced environment, demonstrating resilience and adaptability to meet Key Performance Indicators (KPIs) consistently.
• Flexibility to accommodate shifting priorities and high workloads, while maintaining a high level of accuracy and attention to detail.