Trip Operations Coordinator

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: TYPE OF WORK

Full Time

: SALARY

$800 monthly

: HOURS PER WEEK

40

: DATE UPDATED

Oct 15, 2026

JOB OVERVIEW

This is a premium group travel company 18 years strong. Every trip involves dozens of conversations: hotels to follow up with, tour operators to confirm, and scheduled guest communications that must go out on time. We are hiring a Trip Operations Coordinator to own outbound communication on both sides of a trip.

What You'll Do
On the vendor side:
Requesting information and documents from hotels and tour operators, and following up politely and persistently until items are closed
Confirming details: menus, rooming list requirements, timing, inclusions
Tracking every open question in Asana so nothing is missed
Documenting vendor responses where the team can find them
Escalating anything involving negotiation, money, contract changes, or sensitive relationships to leadership
On the guest side:
Sending scheduled trip communications on time: itineraries, reminders, and updates, usually from approved templates
Requesting missing information from guests, such as emergency contacts or travel documents, and following up until complete
Note: this role does not answer incoming guest questions; those go to our Customer Service team

What We're Looking For
Required:
Excellent spoken and written English
Professional email writing: clear, warm, well-formatted, and consistently accurate
Confident, polite persistence: you can follow up with a hotel a third time, professionally
Judgment about what you handle and what you escalate
Organized follow-up tracking so open items never go quiet
Experience managing your assigned tasks through a project management system such as Asana; this role runs on it daily
Reliable full-time availability with full overlap of U.S. Eastern business hours, 9:00 AM to 6:00 PM Eastern, Monday through Friday

Nice to have (we actively prefer these backgrounds):
Executive assistant, hospitality, hotel reservations, travel, account coordination, or vendor coordination experience
Helpscout or shared-inbox experience
Experience with AI tools (Claude, ChatGPT) for drafting

Details
Type: Full-time (40 hours/week)
Schedule: Full overlap with U.S. Eastern business hours, 9:00 AM to 6:00 PM Eastern, Monday through Friday
Long-term: We are hiring for a long-term role. We are a stable, established company.

How To Apply
Complete our application form here: ----------
Applications that skip the form will not be reviewed.

SKILL REQUIREMENT

Asana Airtable

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Trip Operations Coordinator

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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