Position Overview:

We are seeking a highly experienced Senior Travel Operations Coordinator with extensive industry knowledge and a strong background in client services and luxury travel. In this role, you will oversee the complete trip planning process, lead projects, and manage the Assistant Travel Coordinator. Your responsibilities will include ensuring client satisfaction, managing operational tasks, and providing leadership to support the growth and efficiency of the team.

Key Responsibilities:

Trip Planning and Management:

• Lead and manage all aspects of luxury travel, including accommodations, transportation, and exclusive experiences.
• Prepare itinerary documents using the company’s software, adhering to specific formatting guidelines.
• Conduct destination research for itineraries requiring additional insight.
• Quote and book hotel-only accommodations, ensuring accuracy and attention to detail.
• Monitor trip progress, address potential issues, and adjust plans as necessary to ensure client satisfaction.
• Quote and coordinate travel insurance as part of the comprehensive trip planning process, ensuring clients are fully informed of their options and coverage.

Client Interaction and Support:

• Serve as the primary point of contact for clients, providing timely and effective communication throughout the travel planning process.
• Understand and anticipate client needs, ensuring these are met and expectations are exceeded.
• Manage concierge-level requests, including dining reservations, transfers, and bespoke tours.

Supplier Communication and Negotiation:

• Build and maintain strong relationships with suppliers, negotiate favorable terms, and manage communications.
• Collaborate with suppliers on complex itineraries and participate in introductory calls.

Operational and Financial Coordination:

• Manage and maintain accurate client and supplier data using a project management tool.
• Oversee invoicing, commission tracking, and financial records to ensure accuracy.
• Implement and manage workflows for seamless travel planning and coordination.

Project Management and Leadership:

• Take the lead on projects, ensuring they are completed on time and to a high standard.
• Keep things flowing by taking ownership of projects and ensuring all tasks are completed efficiently.
• Manage and mentor the Assistant Travel Coordinator, providing guidance and leadership.
• Demonstrate strong leadership skills to support team growth and success.

Problem-Solving and Crisis Management:

• Proactively address and resolve travel-related issues or emergencies, ensuring minimal disruption to clients’ plans.
• Provide effective solutions to potential problems while maintaining professionalism.

Continuous Improvement and Reporting:

• Contribute to continuous improvement initiatives to enhance service quality and efficiency.
• Prepare and present reports on trip status and operational performance to senior management.

Requirements:

• Strong and reliable internet connection.
• An advanced level of English (C2) is required.
• Highly detail-oriented with excellent organizational and time management skills.
• Minimum of 3 to 5 years of experience in travel coordination, operations, or project management within the travel or luxury tourism industry.
• Strong customer service background, focusing on understanding and meeting client needs and enhancing customer satisfaction.
• Familiarity with the luxury travel industry.
• Experience in leading projects and managing teams.
• Excellent problem-solving, decision-making, and organizational skills, with exceptional attention to detail.
• Exceptional communication skills, both written and verbal, with a sharp eye for detail and strong proofreading abilities.
• Professional and courteous interaction with clients and supplier partners, comfortable engaging with various personality types, and composed under pressure.
• Proficiency in using various productivity tools such as Microsoft Office Suite, Google Suite, and Project Management tools.
• Proficiency with CRM tools such as AXUS, Travel Joy, SABRE, and TripSuite is a plus.
• Ability to adopt new technologies and think creatively to improve operations.
• Self-motivated and proactive, able to work independently and as part of a team.
• Preferred: Bachelor's degree in Tourism, Hospitality, or a related field.

This role is 100% Remote. Paid in USD. Full-Time.