Travel Coordinator

Ultimate Jet Vacations

Travel Coordinator responsible for bringing luxury travel itineraries to life for UJV's clients. Collaborating with in-country teams to ensure seamless travel experiences focusing on accuracy and client preparation.

Posted 6/25/2026full-timeRemote • 🇨🇴 ColombiaMid-LevelSeniorWebsite

About the role

Key responsibilities & impact

You are the vital link between a finalized itinerary and flawless client travel.
Supporting luxury travel experiences, you bring each trip to life by meticulously verifying every operational detail, confirming supplier arrangements, and ensuring clients are fully prepared and confident for their journey.
Your work directly supports both the Africa Travel Specialists and in-country teams, ensuring the highest standards of accuracy, seamlessness, and luxury service delivery.
Receive finalized itineraries from the Destination Specialists and initiate all post-confirmation steps.
Collaborate closely with in-country partners to verify transfer schedules, guide assignments, room allocations, activity bookings, and supplier confirmations.
Ensure all guest preferences—rooming, bed configurations, dietary needs, special celebrations—are accurately confirmed with suppliers.
Validate all transfer logistics, including ground and air, ensuring they align with the latest flight schedules and on-the-ground conditions.
Create polished, detailed travel documents including daily itineraries, confirmed bookings, supplier contacts, and travel vouchers.
Include tailored packing lists, health & safety guidelines, and destination tips to ensure clients feel fully informed and prepared.
Provide clear, up-to-date guidance on visa and entry requirements for all countries in the itinerary.
Review international flight details to ensure seamless integration with the planned itinerary, including early arrivals or late departures.
Serve as the main point of contact for client questions as travel approaches.
Lead final travel document reviews to address any last questions and ensure clients feel confident.
Resolve any last-minute changes or discrepancies prior to departure.
Keep complete and current records of supplier confirmations, payments, and client details in internal systems.
Audit bookings to confirm accurate billing and payment statuses.
Maintain vendor databases, dining guides, and other internal resources to support operational excellence.

Requirements

What you’ll need

Experienced in luxury travel, with a background in a DMC, tour operator, or travel agency, and an understanding of Africa travel logistics and regional complexities.
Exceptionally detail-oriented, with a natural drive to catch discrepancies and ensure absolute accuracy.
Highly organized, able to manage complex, multi-component itineraries across multiple clients and timelines.
Calm and proactive, anticipating potential issues and solving them before they arise.
Clear and confident communicator (written and verbal), fluent in English and skilled at simplifying complex information for clients.
Inquisitive and resourceful, with strong research skills to stay current on changing visa and entry protocols.
Experienced with systems and tools, including CRM platforms and itinerary building software (Wetu experience a plus).
Client-centered, with a strong sense of responsibility for the client's peace of mind and experience.
Collaborative, supporting both your internal team and our trusted in-country partners.

Benefits

Comp & perks

LatAm-based candidates are welcome to apply.
Candidates located outside the United States will be engaged under an independent contractor agreement.
You will be responsible for managing your own social security and taxes in accordance with the regulations of your home country.

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

luxury travelitinerary buildingtravel logisticssupplier confirmationsbilling and payment auditingtravel document creationvisa and entry requirementsclient communicationdetail orientationproblem solving

Soft Skills

organizational skillsproactive attitudeclear communicationresourcefulnesscollaborationclient-centered approachattention to detailcalmness under pressureinquisitivenessresponsibility