Reservation Specialist

VA Masters; Koronadal; On-site; PHP 600,000 - 800,000; Full time

Job summary

vamasters, Inc. seeks a polished Groups Manager to oversee the day-to-day lifecycle of large group trips—corporate groups, destination weddings, and honeymoons.

You will handle setup, guest bookings, payments, supplier coordination, and in-travel support, serving as the warm voice for guests by phone and email under the supervision of lead advisors. You will set up group pages, manage reminders for payments and attrition, coordinate bookings in VAX, and ensure smooth guest experiences from

Qualifications

• Excellent verbal English with confident, warm communication for luxury clients.
• Polished, professional written English suited for luxury travel communications.
• Exceptional attention to detail around payments, deadlines and manifests.
• Proficiency in building group pages and sending itineraries using Travefy.
• Ownership mindset to manage many guests and deadlines without slip.
• Discretion and professionalism with high-net-worth clients and sensitive data.
• Availability for on-call support while groups are traveling.

Responsibilities

• Set up client-facing group pages in Travefy and internal reservations in VacationCRM after contracting.
• Track attrition dates and payment deadlines for every group.
• Assign guests to groups and create each reservation in VAX.
• Send invoices, chase deposits, process payments, and share next steps.
• Monitor bookings and send timely payment reminders as required.
• Monitor attrition and deadlines and alert the lead advisor in advance.
• Convert supplier agreements into contracts from templates.
• Collect guest flight details and prepare transfer manifests for group movements.
• Communicate group special requests to hotels (VIP flags, amenities).
• Be the main contact for guest questions by phone and email; provide on-call support during travel.

Skills

Excellent verbal English

Polished written English

Attention to detail

Travefy proficiency

Ownership mindset

Discretion and professionalism

On-call availability

Guest service mindset

Tools

Travefy

VacationCRM

VAX

Job description

Job Summary:

We're entrusting our group travel to a polished, detail-driven Groups Manager to run the day-to-day lifecycle of our group trips, including corporate groups, destination weddings, and honeymoons. Once a group contract is complete, you will take care of setup, guest bookings, payments, supplier coordination, and in-travel support. You will be the warm, confident voice our guests speak to by phone and email, working under the direction of our lead advisors.

Key Responsibilities:

• Set up client-facing group pages in Travefy and internal reservation groups in VacationCRM as soon as contracting is complete
• Put reminders in place for attrition dates and payment deadlines on every group
• Place guests into groups from submitted forms and create each reservation in VAX
• Send invoices and payment emails, chase deposits, process payments in VacationCRM, and send paid invoices with next steps
• Watch individual reservations and send guests payment reminders on time, as contract requirements dictate
• Keep track of attrition dates, payment deadlines, and other contract requirements, and warn the lead advisor well ahead of time
• Turn supplier agreements into company contracts from existing templates
• Gather guest flight details and put together transfer manifests for group transfers
• Pass group special requests on to hotels, such as VIP flags and amenities for wedding couples
• Be the main contact for guest questions by phone and email, and cover on-call support while groups are traveling

Mandatory Skills:

• Excellent verbal English: confident, warm, and clear on the phone, even when things are time-sensitive
• Polished, professional written English that suits luxury clients
• Exceptional attention to detail, particularly around payments, deadlines, and manifests
• Proficiency in Travefy, including building group pages and sending itineraries and travel documents
• An ownership mindset, with the ability to keep many guests and deadlines in view without anything slipping
• Discretion and professionalism with high-net-worth clients, corporate accounts, and sensitive financial details
• Availability for on-call support while groups are traveling

  Preferred Skills:

  • Experience with VacationCRM
  • Experience with VAX
  • Prior group travel management experience, including group contract requirements and attrition
  • Destination wedding or corporate incentive travel experience
  • Good at keeping a mix of projects moving without dropping any

  Why Join Us:

  Step into a high-performing luxury travel team and take real ownership of large, high-value group trips. You will work closely with experienced lead advisors and earn greater responsibility as you prove yourself. If you love making guests feel taken care of from booking through return, you will thrive here.