Position Overview:

Join a premier luxury travel agency as an Assistant Travel Coordinator in this full-time (40 hours per week), 100% remote role. In this position, you will play a crucial part in helping to design and coordinate high-end, bespoke travel experiences. You'll collaborate closely with the Owner & Lead Travel Advisor to ensure that every itinerary is perfectly tailored to client preferences and executed flawlessly.

This role requires someone who thrives in a dynamic environment, has a strong eye for detail, and enjoys working with both logistical and creative aspects of travel. As an Assistant Travel Coordinator, you'll have the opportunity to develop relationships with suppliers, support key client projects, and ensure the highest level of service is provided to discerning clients.

As the Assistant Travel Coordinator, your diverse responsibilities will include: 

Travel Coordination and Support:

• Work with the Owner & Lead Travel Advisor: Assist in gathering all necessary details, including logistical and operational requirements, to build bespoke travel itineraries that align with client expectations.
• Itinerary Formatting: Use the company's software to edit and format detailed itineraries. Ensure all documentation is consistent with the company’s voice, style, and attention to detail.
• Supplier Relationships: Begin to build relationships with key suppliers (such as hoteliers and DMCs). Over time, you will manage communications, check rates and availability, manage reservations, and handle special requests directly with suppliers.
• Trip Tracking in CRM or Project Management tool: Track the progress of trips using the company´s system, monitor trip payments, and ensure that all logistical elements are correctly documented and updated.
• CRM Management: Maintain accurate member profiles and trip details within the company's CRM systems, ensuring that all client information is up-to-date and easily accessible.
• Travel Support: Assist in coordinating all aspects of travel, including but not limited to:
• Verifying frequent flyer numbers, Global Entry details, and other client-specific travel preferences.
• Performing administrative tasks within the Sabre system, including managing bookings, processing ticketing, handling modifications, and organizing travel itineraries efficiently.
• Ensure visa requirements are confirmed and passport expiration dates are monitored for upcoming trips.
• Coordinate travel insurance quotes and manage bookings for additional activities, such as museum entries, transfers, and special events.
• Communicate any VIP requests and special client needs to service providers and hotels, ensuring that every detail is handled meticulously.
• Coordinate the dissemination of final trip materials, including travel documents and departure packages, ensuring all information is accurate and delivered on time.

Administrative Support:

• Organize and manage key documents within cloud storage (Google Drive, etc.), ensuring the team can access necessary files.
• Assist in scheduling meetings, discovery calls, and other appointments, maintaining an organized shared calendar.
• Provide general administrative support, including drafting and proofreading emails, managing communication channels, and handling special projects as needed.
• Occasionally step in to provide support while the Lead Travel Advisor/Designer or Travel Coordinator is away.

Requirements:

• Strong, reliable internet connection.
• Advanced level of English proficiency (C1-C2 Level)
• Prior experience in the travel industry is preferred, with a strong preference for candidates who have first-hand luxury travel experience.
• Proficiency in using GDS travel software, such as Sabre, is a plus.
• A strong sense of curiosity and a desire to celebrate the diverse beauty of the world are essential.
• A proven track record of handling multiple tasks at once, with an ability to meet deadlines and adapt to changing priorities.
• Excellent attention to detail, particularly when managing complex logistical elements of bespoke travel itineraries.
• High-level written and verbal communication skills are essential, with the ability to write clearly and persuasively in the company’s voice.
• A solutions-oriented, positive attitude is a must, along with the ability to work well in a team environment.
• Familiarity with CRM systems such as AXUS, TravelJoy, TripSuite, Canva, and Canva is a plus.
• Proficiency with Microsoft Office and other productivity tools (e.g., Google Suite, Project Management tools) is essential.
• Fluency in multiple languages is highly regarded.

Job Details

We are always recruiting for this position, so full-time and part-time opportunities may be available.

• Full-time: 40 hours per week
• Part-time: 20 hours per week
• Schedule: Monday–Friday, regular business hours aligned with U.S. time zones. (Europe-based applicants may also be considered depending on client needs.)
• Compensation: To be discussed during the interview process
• Work arrangement: 100% remote / work from home

Why Join Us?

• Be part of an amazing remote community that values collaboration, integrity, and excellence.https://www.weremoto.com/about-us
• Work from home with flexibility and a healthy work-life balance.
• Enjoy paid time off and holidays aligned with both the U.S. and your home country.
• Access a private healthcare contribution through our benefit partners.
• Benefit from ongoing professional development, including opportunities to grow your career in luxury travel.
• Gain exposure to world destinations, international travel planning, and bespoke itineraries, supporting top-tier clients and travel advisors.
• Build long-term skills in concierge services, destination knowledge, and client relationship management while contributing to memorable, high-touch travel experiences.

If you have experience in the tourism or hospitality industry and are seeking a remote opportunity where your organizational skills, creativity, and passion for luxury travel and global destinations can shine, we’d love to hear from you!

Apply today and join a team that is shaping the future of personalized, high-end travel.