Luxury Travel Operations Coordinator

Job description

**About the Role** We are looking for an exceptionally organized, detail-oriented **Luxury Travel Operations** **Coordinator** to support a growing luxury travel advisory business. This role is focused on the operational side of client travel. You will help ensure that every trip is properly coordinated behind the scenes, from arranging airport transfers and communicating client preferences to hotels to following up on confirmations and making sure important details do not fall through the cracks. You will work closely with the lead travel advisor, who handles client relationships, hotel recommendations, trip strategy, and sales. Your role is to take those decisions and help execute them accurately and efficiently. This is an ideal position for someone who enjoys organization, written communication, travel logistics, and making sure every detail is handled. **Key Responsibilities** • Manage and respond to client and supplier emails related to active trips. • Arrange airport transfers, hotel transfers, and other transportation with hotels, destination partners, and transportation companies. • Send VIP, pre-arrival, and preference emails to hotels before client stays. • Communicate important client preferences including room requests, bedding, children’s ages,celebrations, dietary needs, arrival times, housekeeping preferences, and other relevant details. • Confirm hotel amenities, preferred partner benefits, credits, upgrades, and other booking inclusions when needed. • Follow up with hotels and suppliers to make sure requests have been received and confirmed. • Track outstanding requests, confirmations, deadlines, payments, cancellation dates, and other important trip details. • Assist with restaurant, spa, activity, and concierge requests when appropriate, primarily by coordinating with hotel concierge teams and destination partners. • Review confirmations and supplier communications for accuracy and flag discrepancies. • Help prepare and organize client-facing trip information and confirmations. • Maintain accurate client preferences and trip information in internal systems. • Monitor active trips and proactively identify missing information or unresolved logistics. • Escalate important client issues, pricing decisions, itinerary changes, or situations requiring advisor judgment. • Support the advisor with additional travel operations and administrative projects as the business grows. ### What We’re Looking For • Exceptional attention to detail. Small mistakes can create large problems in travel, so accuracy is essential. • Excellent written English with strong grammar, spelling, and professional communication skills. • Strong organizational skills and the ability to manage many trips and requests simultaneously. • A proactive mindset. You should notice when something is missing, follow up without being asked, and close the loop on outstanding requests. • Strong judgment about what you can handle independently and what should be escalated. • Comfort communicating professionally with luxury hotels, concierges, destination management companies, transportation providers, and other travel partners. • Ability to follow established processes while adapting when travel plans change. • Reliability and consistency. Clients often travel across weekends, holidays, and multiple time zones, so details need to be handled on schedule. • Discretion when working with confidential client information and high-profile or high-net-worth travelers. • Ability to work independently in a remote environment. ### Preferred Experience Experience in luxury travel, hospitality, hotels, executive assistance, concierge services, or high-end customer service is strongly preferred. Familiarity with luxury hotel brands and the expectations of five-star travelers is a plus. Experience coordinating travel logistics, transportation, reservations, or complex schedules is also valuable. ### How This Role Works This is primarily an operations and execution role rather than a sales role. The lead advisor will generally determine the hotels, overall trip structure, and recommendations presented to clients. You will help turn those decisions into a well-executed trip by managing logistics, supplier communication, client preferences, confirmations, and follow-through. Over time, there may be opportunities to take ownership of additional parts of the client experience as you become familiar with our clients, partners, and processes.