Experienced Travel advisor and VA

Travel Advisor & Administrative Operations Specialist
Remote | Part-Time or Full-Time
We are a boutique luxury travel company specializing in curated vacation rentals and villas, along with many other types of travel experiences worldwide.

We are currently looking for an experienced Travel Advisor & Administrative Operations Specialist to join our growing team. This role supports client inquiries, trip coordination, and operational workflows in a highly detail-driven environment where thoughtful planning and polished communication are essential.

Our clients expect seamless execution and elevated service from inquiry to return, and we are looking for someone who takes pride in delivering that level of support both behind the scenes and in client interactions.

Role Overview
You will serve as both a client-facing support partner and an operational anchor within the team, helping manage inquiries, organize travel details, coordinate with suppliers, and ensure each trip flows smoothly through our systems.
This is a highly client-interactive role. You will be communicating directly with travelers, guiding them through options, answering questions, and helping move trips from inquiry to confirmed booking.

This role is best suited for someone who already understands the pace, terminology, and expectations of the travel industry and can step in with minimal training while contributing confidently from the start.

Key Responsibilities
Responsibilities include responding to new travel inquiries and gathering intake details. You will assist with planning vacation rentals, villas, cruises, and traditional travel experiences. This includes researching destinations, accommodations, and experiences using supplier networks and destination management company resources.

You will build and format quotes and itineraries, communicate recommendations clearly to clients, and track traveler preferences, budgets, and trip requirements.

The role also includes coordinating with global suppliers such as hotels, villa partners, cruise lines, and DMCs to confirm availability, rates, amenities, and booking terms. You will manage follow-ups, holds, and supplier communications while ensuring all details are documented accurately.

Administrative responsibilities include maintaining CRM records, tracking trip stages and payments, organizing contracts and confirmations, managing inbox communications, supporting workflow checklists, and assisting with calendar coordination and scheduling.

Sales and Client Engagement Component
While this is not a high-pressure sales role, it does require comfort with consultative selling and client-facing communication.
We do not engage in cold sales or outbound prospecting. All client interactions are inquiry-based, meaning you will be responding to travelers who have already expressed interest in planning a trip.
You will communicate directly with clients via email and occasionally phone or video, guide travelers through options, answer questions, address hesitations, and help move inquiries toward booking decisions. You should feel comfortable discussing pricing, value, and travel experiences while supporting quote revisions and follow-ups.

The ideal candidate is comfortable picking up the reins in client conversations and helping bring trips to confirmation through trust, knowledge, and responsiveness.

Required Experience
Candidates must have four to five years or more experience in the travel industry. Hands-on experience planning or supporting international travel is required.
You should have experience working with vacation rentals, villas, hotels, cruises, or packaged travel. A background in customer service and client-facing communication is essential, along with administrative or operational support experience and strong written communication skills.

This is not an entry-level role. Candidates must have prior travel industry experience(3+ years) and the ability to operate independently within established workflows. We are looking for someone who can step in and contribute without requiring extensive foundational training.

Ideal backgrounds include prior work within a travel agency, tour operator, villa or vacation rental company, luxury travel planning environment, destination management company, or cruise or hospitality booking organization.

Communication Requirements
Candidates must be fluent in spoken and written English and comfortable speaking directly with clients. Communication should feel polished, professional, and aligned with a luxury service environment. Strong clarity in written emails and itinerary presentations is required.

Ideal Candidate Traits
The ideal candidate is highly detail-oriented, organized, and process-driven. You should be comfortable managing multiple trips simultaneously and confident in client-facing conversations. Strong problem-solving ability, follow-through, and accountability are essential, along with comfort working remotely and independently.
Preferred but Not Required

Experience working with luxury or high-net-worth clients is a plus. Familiarity with curated or bespoke travel planning is valuable. Marketing exposure, lead generation experience, Canva or itinerary design skills, and CRM or project management system experience are also beneficial but not required.

Work Structure
This is a remote position. Daytime availability aligned with EST is preferred. The role may be structured as part-time or full-time depending on experience and fit, with long-term opportunity for the right candidate.must have complete setup to work remotely--computer, wifi,backup generator etc