Luxury Travel Operations Coordinator

• Manage and respond to client and supplier emails related to active trips
• Arrange airport transfers, hotel transfers, and other transportation
• Send VIP, pre-arrival, and preference emails to hotels before client stays
• Communicate client preferences, including room requests, bedding, children’s ages, celebrations, dietary needs, arrival times, and housekeeping preferences
• Confirm hotel amenities, preferred partner benefits, credits, upgrades, and booking inclusions
• Follow up with hotels and suppliers to confirm requests
• Track outstanding requests, confirmations, deadlines, payments, cancellation dates, and other trip details
• Assist with restaurant, spa, activity, and concierge requests
• Review confirmations and supplier communications for accuracy and flag discrepancies
• Prepare and organize client-facing trip information and confirmations
• Maintain accurate client preferences and trip information in internal systems
• Monitor active trips and identify missing information or unresolved logistics
• Escalate important client issues, pricing decisions, itinerary changes, or matters requiring advisor judgment
• Support the advisor with additional travel operations and administrative projects

• Exceptional attention to detail
• Excellent written English with strong grammar, spelling, and professional communication skills
• Strong organizational skills and ability to manage many trips and requests simultaneously
• Proactive mindset and ability to follow up independently and close outstanding requests
• Strong judgment about what can be handled independently and what should be escalated
• Ability to communicate 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 when handling details across weekends, holidays, and multiple time zones
• Discretion with confidential client information and high-profile or high-net-worth travelers
• Ability to work independently in a remote environment
• Experience in luxury travel, hospitality, hotels, executive assistance, concierge services, or high-end customer service is strongly preferred
• Familiarity with luxury hotel brands and expectations of five-star travelers is a plus
• Experience coordinating travel logistics, transportation, reservations, or complex schedules is valuable

• 100% REMOTE
• $50 birthday bonus
• $200 testimonial bonus
• NO TRACKER. NO PROBLEM
• Potential to grow into full-time