Assistant Travel Coordinator


Full Time
🏢 Administrativo
Microsoft Office Suite
Travel Arrangements Experience
Project Management
Remoto 🌎
Aug 1
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Position Overview:

We are seeking a highly proactive and detail oriented Assistant Travel Coordinator to join one of our premier travel partner companies. This is a travel management company specializing in exclusive trips. As the Assistant Travel Coordinator, you will hold a pivotal position in guaranteeing flawless travel experiences for our esteemed clientele, while also 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 Assistant Travel Coordinator, your diverse responsibilities will include: 

Client Communication and Planning:

  • Log leads in the agency's CRM (Travel Joy) and the pipeline.
  • Schedule and coordinate discovery calls.
  • Transform handwritten notes into digital records for discovering call notes.
  • Create and manage client folders using OneDrive and ClientBase+ (CB+).
  • Handle email hosting for credit card authorization and communication with clients.
  • Set up Zoom meetings and send invitations to clients and colleagues.
  • Gather passport details, ensure compliance, and manage New Client Forms.

Supplier Communication and Collaboration:

  • Liaise with suppliers, answer inquiries, and provide necessary information.
  • Obtain hotel rates and information from suppliers, including Sales Support.
  • Transfer supplier proposals to the Axus platform.
  • Manage proposal costs, including Gross and NET rates.
  • Secure one-off activities if required.
  • Gather restaurant recommendations from suppliers.

Financial Coordination:

  • Invoice planning fees and send receipts to clients.
  • Collect final payments from clients.
  • Invoice final payments in CB+ and maintain accurate records.
  • Record and invoice commissions from suppliers.

Documentation and Organization:

  • Create ResCards for clients signed on for planning.
  • Manage traveler information within ResCards.
  • Log deposit payments accurately.
  • Compile relevant information in Axus for creating itineraries.
  • Create detailed itineraries in Axus.
  • Attach all relevant documents to the Axus itinerary for client reference.
  • Maintain Excel sheets of invoiced items.
  • Share conversation notes in profiles.

Travel Coordination and Support:

  • Arrange ZenDesk requests for flight inquiries.
  • Gather frequent flyer numbers and Global Entry details.
  • Prepare flight options for clients.
  • Confirm if visas are needed and check passport expiration dates.
  • Quote travel insurance for clients.
  • Book one-off activities if required.
  • Secure restaurant reservations for clients.
  • Secure spa reservations for clients.
  • Draft final itinerary emails for clients.
  • Send VIP requests to hotels with client details.
  • Provide contact info and final details to suppliers.
  • Create invoices for commission from suppliers.
  • Record share conversation notes in profiles.
  • Address outstanding commissions.


  • Strong, reliable internet connection.
  • Level of English: Advanced.
  • Highly Detail Oriented!
  • Minimum 1-2 years of proven experience in the Tourism or Hospitality industry or in a similar support role.
  • 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 Office Suite (Word, Excel, PowerPoint), Google Suite, and project management software.
  • 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, with the ability to work independently and as part of a team.
  • Proficiency utilizing CRM tools such as AXUS or Travel Joy is a plus but not required. 

This role is 100% Remote. Paid in USD. Full-Time. Opportunities for advancement with this company!

Compensation: Negotiable based on experience.

We Look forward to seeing your application!

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