Travel Operations Specialist

Travel Operations Specialist

This is a remote opportunity supporting a high-touch luxury travel account serving founders, investors, and senior executives. You'll transform confirmed flight bookings into complete, accurate, and polished travel packages for discerning clients. The role combines itinerary management, invoicing, payment verification, client communication, and travel coordination. You'll work across multiple systems to ensure passenger details, flight information, payments, and deliverables are consistently accurate. Success requires exceptional attention to detail, strong organization, and the ability to act quickly in a fast-paced environment. You'll collaborate closely with ticketing, client service, and team leadership while escalating issues before they affect the client experience. This is an opportunity to play a critical role in delivering seamless, premium travel experiences from booking confirmation through final client communication.

Accountabilities

• Take ownership of confirmed bookings after ticket issuance, creating and maintaining complete trip records with flight details, passenger information, seats, meal preferences, and frequent flyer details.
• Build and finalize client itineraries and prepare invoices using billing platforms such as FreshBooks, following established review and approval processes.
• Deliver approved itineraries and invoices to clients through the designated communication platform using clear, warm, and professional messaging.
• Coordinate additional travel services, including airport transfers, seat selections, special meals, and other client requests, while maintaining accurate confirmation records.
• Verify that payments have been received and correctly recorded before any client deliverable is sent, including payments made by credit card, bank transfer, PayPal, or other approved methods.
• Cross-check information across internal systems and immediately escalate payment discrepancies, data mismatches, or other issues to the appropriate team lead.
• Maintain real-time accuracy across client management and billing systems, ensuring passenger information, flight details, invoice amounts, and payment status remain synchronized.
• Monitor assigned bookings closely and ensure no task remains unactioned for more than 30 minutes during the shift.
• Coordinate with ticketing and client service teams when booking changes, ticket-related issues, or client-facing updates arise.
• Contribute to a consistent, reliable, and premium client experience by identifying potential issues early and escalating complex situations promptly.

Requirements

• 1–2+ years of experience in travel operations, hospitality administration, client coordination, or a comparable role involving detailed record management across multiple systems.
• Hands-on experience preparing or managing invoices using FreshBooks, QuickBooks, or a similar billing platform.
• Experience verifying or reconciling payments across multiple channels, including credit cards, bank transfers, and digital payment platforms.
• Strong attention to detail and the ability to identify discrepancies across several systems rather than overlooking inconsistencies.
• Excellent written communication skills, with the ability to produce polished, professional, and personable client messages.
• Strong organizational and multitasking abilities, particularly when managing multiple bookings and time-sensitive tasks simultaneously.
• Ability to work independently while following established processes and knowing when to escalate issues to a team lead.
• Availability to work rotational or fixed U.S. shifts as required to support round-the-clock client travel operations.
• Experience with itinerary-building platforms such as Travefy, Axus, TravelJoy, Tourwriter, or similar tools is a plus.
• Background in luxury hospitality, premium travel, or high-touch customer service is preferred.
• Familiarity with task management, CRM, and client communication platforms such as Asana or similar systems is advantageous.
• Knowledge of travel-specific passenger information, including Known Traveler Numbers (KTNs) and Frequent Flyer Numbers (FFNs), is beneficial.
• A genuine interest in travel and a commitment to delivering seamless, detail-oriented service are highly valued.

Benefits

• Compensation of approximately $500–$600 USD per month, depending on experience.
• Performance-based compensation reviews with clear milestones tied to career progression.
• Fully remote work opportunity for candidates based in India.
• Exposure to luxury travel operations and high-value international clientele.
• Opportunity to work with globally distributed teams in a fast-paced, growth-oriented environment.
• Hands-on experience across travel operations, billing, payment verification, client service, and travel technology platforms.
• Opportunity to develop expertise in premium travel coordination and complex booking workflows.
• Ongoing collaboration and support from experienced team leadership.
• Opportunity to contribute to a rapidly growing travel business and develop transferable operational and client-service skills.