Travel Coordinator (Job ID: JACDEE1)
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Travel Coordinator
🆔 Job ID: JACDEE1
🏢 Industry: Luxury Travel and Hospitality
🌎 Location: South Africa only
🕒 Job Status: Full-Time
⏰ Work Schedule: Monday–Friday, 9:00 AM – 5:00 PM (South Africa Time)
Flexibility required for urgent matters while clients are actively traveling
💰 Salary: $1,600 per month
🚀 Target Start Date: ASAP
Role Overview
About the Client
The client is a boutique luxury travel advisory firm specializing in highly customized, high-touch travel experiences for discerning, international travelers. They collaborate with a global network of trusted destination partners, hotels, and suppliers to deliver seamless, detail-driven itineraries. The team values precision, proactive communication, and operational excellence while working across time zones using structured processes. Clients are high-expectation, high-discretion travelers who demand responsiveness, composure, and flawless execution. Accuracy and judgment are critical.
About the Role
The Travel Coordinator is a full-time, remote role based in South Africa, responsible for executing approved itineraries with accuracy, urgency, and exceptional attention to detail. This role supports travel designers by managing logistics, supplier communication, documentation, and real-time client support during active travel—particularly during key European travel hours.
This is an operationally critical role, not an administrative support position. The Coordinator is expected to exercise judgment, anticipate risks, and take full ownership of assigned itineraries from execution through completion.
Key Responsibilities
Travel Operations and Logistics
Manage assigned trip files from post-approval through client return, ensuring execution aligns with the approved plan
Obtain hotel rates, availability, and confirmations from suppliers and partners
Request and track quotes for tours, transportation, guides, and ground services
Coordinate bookings with hotels, DMCs, guides, and transportation providers
Track deposits, balances, deadlines, and non-refundable dates
Prepare and maintain accurate, client-facing itineraries and travel documents
Double-check names, dates, arrival times, flight details, and confirmations before final delivery
Proactively identify discrepancies or risks before they impact the client
Client Support During Travel
Monitor active trips and provide real-time support during designated coverage hours
Respond to client inquiries via WhatsApp and email with professionalism and urgency
Troubleshoot issues such as missed connections, transportation delays, hotel concerns, or tour changes
Communicate with suppliers to resolve disruptions efficiently
Escalate issues appropriately while maintaining a calm, solutions-focused approach
Manage client expectations without overpromising
Internal Coordination and Communication
Serve as the primary operational liaison between travel designers and destination partners
Document actions, updates, and outstanding items clearly in Asana
Flag risks, delays, or red flags early
Own assigned itineraries end-to-end and take initiative without waiting for direction
Support process improvement and SOP development as the company scales
Maintain clean, organized digital files for seamless handoffs
Qualifications & Skills
2–3 years (preferred) in luxury travel coordination, operations, 4/5-star hospitality, guest services, or DMC operations
Direct experience supporting clients in real time while traveling
Strong written and verbal English communication skills
Exceptional attention to detail and organizational discipline
Ability to manage multiple trips, clients, and deadlines simultaneously
Comfortable working remotely with a globally distributed team
Demonstrated ability to exercise sound judgment under time pressure
Preferred Background
Experience with luxury travel agencies, tour operators, or destination management companies
Hospitality or concierge background highly valued
Project management experience or strong prioritization skills
Familiarity with tools such as Asana, WhatsApp, Dropbox, or similar systems
Experience working with US-based teams and clients
Traits and Mindset We Look For
Calm and composed under pressure
Strong sense of ownership and accountability
Clear, proactive communicator
Detail-oriented without losing urgency
Professional, warm, and personable communication style
Comfortable in a fast-paced, high-expectation environment
Low tolerance for preventable errors
High personal standards for precision and follow-through
Confident making independent decisions when appropriate