Travel Coordinator - Africa at Ultimate Jet Vacations

, , Mexico -

Full Time

Start Date

Immediate

Expiry Date

02 Sep, 26

Salary

0.0

Posted On

04 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Luxury Travel Coordination, Itinerary Management, Supplier Coordination, Client Communication, Logistics Planning, Travel Documentation, Visa and Entry Requirements, CRM Platforms, Wetu, Detail Orientation, Research Skills, Administrative Accuracy, Vendor Management, Problem Solving, English Fluency, Resourcefulness

Industry

Travel Arrangements

Description

Role Mission 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. You Will Bring Confirmed Itineraries to Life 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. Prepare Complete Client Documentation 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. Double-check all client documentation for accuracy and clarity. Confirm Entry Requirements & Flight Details 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. Support Client Confidence Before Travel 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. Maintain Administrative Accuracy 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. You Are 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. 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. Please take this into consideration before applying.

Responsibilities

The role involves transforming finalized itineraries into seamless luxury travel experiences by verifying operational details and coordinating with in-country partners. It also requires preparing comprehensive client documentation and serving as the primary point of contact for pre-travel inquiries.