Luxury Travel Advisor on my team is looking to hire a dedicated Luxury Travel Coordinator.
The ideal candidate is highly organized, proactive, professional. Enjoys working collaboratively, but also can work independently. Follows processes, procedures, and program guidelines to complete tasks efficiently, generates professional internal and external correspondence, and proactively seeks out areas where additional support might be needed. This business is dynamic and involves time-sensitive tasks and follow up - any thoughts on how to improve client experience, and operations for increased efficiency within the team are always encouraged.
Skills/Attributes include:
Positive, enthusiastic attitude with a strong desire to help others.
Calm under pressure with excellent problem-solving skills.
Detail-oriented, with exceptional time-management and organizational skills.
Proactive and resourceful; eager to learn and coachable.
Strong analytical, verbal, and written communication skills.
Commitment to integrity, professionalism, and confidentiality.
Passion for travel.
Toolset:
Monday.com - (CRM, automations, dashboards)
Travefy - (itineraries, client app)
Partner Portals - Virtuoso & preferred-partner portals (Four Seasons Preferred, Rosewood Elite, STARS/Luminous, Privé, Diamond Club, Pearl, Knights, etc.)
Core responsibilities include but are not limited to:
- Provide backup support while the owner is out of the office/traveling.
- CRM (Monday.com): Set travel, pre-departure, and pre-arrival dates; attach confirmations; track deposits, cancellation windows, and next actions. Quality-check client profiles in the CRM system and edit/add to as needed.
- Itineraries (Travefy): Build client-ready itineraries from DMC (Destination Management Companies)/Local Partners; ensure room categories, inclusions, and timing are accurate; attach PDFs; maintain mobile readability.
- Hotel, Concierge and DMC Coordination: Liaise with hotels/concierge/DMCs for dining, transfers, spa, excursions, meet-and-greet, and any other client requests related to stay.
- Timely Client Correspondence and Coordination (when the volume is high, the goal is same business day if received before noon, next business day if received in the afternoon).
- Perform hotel rate checks and confirm amenities.
- Research and provide destination, culinary, and activity recommendations if requested.
- Research travel insurance options through partner portals and prepare quotes.
- Assist with air quote requests and gather options/pricing for review.
- Take ownership of all tasks and see them through to completion - “own the next step” in every thread or identify when the next step needs to be passed to another team member to be handled so the task is completed in a timely manner.
Long Term Goals include but are not limited to:
- Fully manage trips end-to-end after request is confirmed ( bookings → concierge → pre/post stay).
- Enhance efficiencies by improving on existing systems, procedures, templates, and automations for better operations or creating new systems regarding any aspect of the business.
- Squarespace website updates as needed.
- Assist with initiation of inaugural client newsletter (Mailchimp) and sending out on a quarterly basis.
