Travel Coordinator

Job Description

ABOUT QUINTESSENTIALLY

Expect the best. Experience better.

Quintessentially Travel is the luxury travel consultancy within Quintessentially, the world’s leading luxury lifestyle concierge. Quintessentially Travel crafts and creates holidays which are tailor-made from start to finish for each individual client. Our clients seek to explore the globe's most glamorous, sought-after and remote destinations all while being treated to VIP benefits and experiences along the way. From the ordinary to the extraordinary, the known to the unknown, we don't just create holidays; we create memories that last a lifetime.

Quintessentially Travel is seeking a full time Travel Coordinator who wants a hands-on experience in luxury travel and customer service for a corporate incentive account.

Daily tasks include:

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• Provide day-to-day operational support to 1-3 Travel Specialists, assisting with booking management, itinerary updates, supplier coordination, and client communications.
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• Liaise with hotel partners, sourcing availability, rates, and property information to meet client travel requirements.
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• Conduct hotel site inspections, meet with hospitality industry representatives, and attend networking events to maintain supplier relationships and industry knowledge.
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• Prepare and maintain monthly booking and sales reports.
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• Accurately log client requests, bookings, and sales activity within the company CRM and database systems.
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• Coordinate a high volume of pre-packaged incentive trip bookings, ensuring alignment with client preferences and budget requirements (excluding air travel).
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• Manage a shared inbox, responding to incoming booking inquiries and communicating directly with clients to arrange travel details.
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• Provide exceptional service and high-level communication to VIP and executive clients.
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• Organize, track, and maintain trip details and project timelines within project management platforms.
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• Input client self-booked flight information into itineraries using Travefy.
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• Create, finalize, and distribute travel itineraries and supporting travel documentation to clients.
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• Update and modify itineraries to accommodate last-minute changes, cancellations, and client requests.
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• Ensure accuracy of travel arrangements while delivering a seamless client experience throughout the booking process.
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Requirements

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• Excellent professional communication and organizational skills and attention to detail
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• Proactivity, eagerness to learn and deliver excellent customer service
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• Work in a fast-paced environment and juggle high volumes of trips simultaneously
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• Multi-task/prioritize effectively
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• At least one year of trip-planning experience
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Schedule & Benefits

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• Core hours: Monday to Friday, 9:30am to 6:00pm EST, with in-office presence 1-2 days per week.
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• Availability: Occasional evening and weekend responsiveness is required as business needs arise.
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• Benefits: Healthcare, Dental & Vision. Company contribution provided. Generous PTO after three months of service. 401k, available on the first day of the month following your start date.
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Salary Range:

$60,000 - $65,000 a year (commensurate with experience)