Operations Coordinator (Job ID: ANNGOL1)
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About the Client:
The client is a luxury travel advisor and business owner specializing in high end travel experiences across Europe, Africa, and the Caribbean. Their company focuses on creating personalized and detail oriented travel experiences for clients who expect exceptional service and seamless coordination. The client is passionate about relationship building, long term collaboration, and delivering a premium customer experience that stands out in the luxury travel industry. As the business continues to grow, the client is seeking operational support to improve organization, streamline systems, and ensure that no details fall through the cracks.
About the Role:
The client is looking for a highly organized and proactive Operations Coordinator to become a trusted right hand within the business. This role will focus on supporting daily operations, improving systems and workflows, managing executive level administrative tasks, and serving as a quality control checkpoint for travel related deliverables. The ideal candidate is detail oriented, tech savvy, resourceful, and comfortable taking initiative to improve efficiency across the business. This person will work closely with the client and the current travel coordination team to help maintain structure, accountability, and a luxury level customer experience.
Key Responsibilities
Executive & Administrative Support
- Manage calendars, appointments, reminders, and scheduling for the client
- Organize inboxes and help prioritize communications and follow ups
- Create task lists and help keep the client accountable to deadlines and priorities
- Assist with day to day administrative operations and ensure smooth workflow management
Operations & Systems Coordination
- Help build and improve operational systems, workflows, and internal organization
- Identify inefficiencies and recommend process improvements and automation opportunities
- Assist in implementing and learning new platforms and systems such as TravelJoy or Safari Portal
- Help create structure and operational consistency across the business
Travel Coordination Oversight
- Review travel details, itineraries, bookings, and communications for accuracy and completeness
- Act as a final quality control checkpoint to ensure details are correct before being shared with clients
- Collaborate closely with the existing travel coordination team to maintain seamless operations
- Help ensure luxury travel clients receive timely, attentive, and polished service
Team Collaboration & Strategic Support
- Work closely with the client and existing remote team to maintain alignment and communication
- Bring proactive ideas and recommendations to improve business operations and client experience
- Support long term business growth by helping the company become more efficient and organized
- Build a strong and trusted working relationship with the client and internal team
Qualifications & Skills
Must Have
- Previous experience as an Operations/Systems Assistant, Operations Coordinator, or similar administrative role
- Strong organizational skills with exceptional attention to detail
- Excellent written and verbal English communication skills
- Experience managing calendars, inboxes, scheduling, and administrative workflows
- Ability to multitask and manage priorities in a fast paced environment
- Comfortable learning and adapting to new systems and software
- Ability to work independently while maintaining strong communication and accountability
Preferred
- Previous experience supporting executives, entrepreneurs, or small business owners
- Experience in the travel, hospitality, luxury service, or tourism industry
- Familiarity with CRM systems, project management tools, or travel coordination platforms
- Experience improving systems, workflows, or operational processes
- Experience working with remote teams or international clients
- Familiarity with luxury client communication standards and customer service expectations
Personality Traits
- Highly detail oriented and naturally proactive
- Organized and systems driven
- Trustworthy, dependable, and professional
- Creative thinker who enjoys suggesting improvements and new ideas
- Calm under pressure and solution oriented
- Collaborative and relationship focused
- Warm, personable, and emotionally intelligent
- Able to balance structure with flexibility in a dynamic environment