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.
