Position Overview

Join a premier luxury travel company as a Booking Data Entry Assistant in a part-time (20 hours per week) position. In this role, you will play a critical part in the company's daily operations by ensuring that booking information is entered accurately, consistently, and on time into the company's internal booking software. You will work closely with the leadership team and contribute directly to the smooth running of client bookings.

This position is operational and process-driven rather than sales-focused. It requires someone who thrives in a structured environment, takes pride in accuracy, and values long-term stability in a dependable support role. You will be trusted with sensitive client and booking information, so discretion, reliability, and consistency are essential.

This is a long-term role with a 2-year minimum mindset, and an opportunity to grow into full-time as business volume increases.

Key Details

• Role: Booking Data Entry Assistant
• Industry: Luxury travel
• Schedule: Part-time, 20 hours per week
• Core hours: 12:00 PM to 4:00 PM Eastern Time, Monday through Friday (must be reachable and active during this block)
• Location: Fully remote, Latin America preferred (must align with Eastern Time)
• Compensation: Competitive, will be discussed during the initial interview. 
• Daily volume: Approximately 20 bookings entered per day
• Training: 2 to 3 weeks of onboarding alongside the ops manager. 
• Commitment: Long-term role, 2-year minimum mindset, with the opportunity to grow into full-time as business volume increase

Key Responsibilities

Booking Entry and Data Management

• Daily booking entry: Enter approximately 20 bookings per day into the company's internal booking software, following the established workflow rules.
• System proficiency: Learn and apply the correct booking-entry points for different types of bookings, ensuring each one is recorded in the right place with the correct details.
• Accuracy and consistency: Maintain a high standard of accuracy across every booking entered, double-checking key details such as dates, names, pricing, and reference numbers.
• Quality control: Flag inconsistencies, missing information, or unclear details to the team before submitting an entry. Apply concierge-style thinking, anticipating transfers, amenities, timing, and VIP touches.
• Record keeping: Keep booking records organized and easy to retrieve, supporting the team in tracking the status of each booking.

Privacy and Information Handling

• Client data protection: Handle client and booking information with the highest level of care, discretion, and security at all times.
• Compliance: Follow all internal protocols regarding confidentiality, data handling, and access to sensitive systems. The role includes signing an NDA and completing background and reference checks.
• Trust and reliability: Operate as a fully trusted member of the team, recognizing that this role has direct access to private client data, booking values, and personal information.

Communication and Collaboration

• Eastern Time availability: Be available and reachable during the 12:00 to 4:00 PM ET core block so the team can communicate quickly throughout the workday.
• Inbox ownership: Stay on top of your shared inbox tools; respond to assignments promptly and keep clear, organized threads.
• Proactive communication: Reach out promptly when something is unclear, ambiguous, or appears to be missing in a booking. Ask great questions instead of guessing.
• Team coordination: Coordinate with internal team members via email and chat tools to confirm booking details and resolve open questions.
• Training engagement: Participate fully in the 2 to 3-week onboarding period and continue to refine your knowledge of the booking workflow over time.

Administrative Support

• Document organization: Organize and maintain digital files and booking records within shared cloud storage, ensuring the team can easily access what they need.
• General administrative tasks: Provide additional administrative support to keep the booking workflow efficient and consistent.
• Process improvement: Suggest small improvements to entry workflows when patterns emerge that could improve speed or accuracy. As trust is built, there may be opportunities to support advisors with light email drafting and other administrative tasks.

Requirements

• Strong, reliable internet connection and a dedicated, distraction-free home office setup.
• Computer (Mac or Windows). A second monitor is strongly preferred to reduce data-entry errors.
• Advanced level of English proficiency, both written and verbal (C1-C2). The role involves typing booking descriptions; the team should not have to edit grammar or spelling.
• Proven experience in data entry, administrative, or operational support roles.
• At least 2-3 years of prior experience in tourism or luxury hospitality is required. 
• Excellent attention to detail and a track record of accurate, error-free work.
• Comfort with repetitive but important tasks and a structured, process-driven workflow.
• Ability to work independently and dependably during the agreed Eastern Time core hours.
• Strong sense of trust and discretion when handling client and booking data.
• Quick to learn new systems and software, with the willingness to follow detailed workflow rules.
• Long-term mindset, with a clear preference for stability and consistency over fast career changes.
• Located in Latin America or another region that comfortably overlaps with Eastern Time.

Nice to Have

• Experience working at a Destination Management Company (DMC) or in luxury hospitality (Ritz-Carlton, Four Seasons, Aman, Belmond, Rosewood, Mandarin Oriental, or comparable).
• Concierge or guest-services experience, especially with VIP clientele.
• Familiarity with booking, travel, or reservation software.
• Proficiency with Google Suite and other productivity tools.
• Comfort with AI tools (ChatGPT or similar) for productivity and quick drafting.

Who We Are Looking For

The right person is detail-obsessed, calm under repetition, and proud to do operational work with excellence. They look at a booking and instinctively spot what is missing: the dates, the city, the client type, the VIP transfer, the dietary preference. They communicate openly when they need clarification and never assume. They want a stable, trusted role that gives them room to grow horizontally over time, not a stepping stone toward becoming a travel advisor.

This role is a particularly strong fit for someone who values work-life balance, takes pride in being the dependable backbone of a team, and is excited by the idea of being a trusted long-term member of a small, established luxury travel company.