Reservation Specialist

vamasters, Inc.; Oroquieta; On-site; PHP 380,000 - 520,000; Full time

Job summary

vamasters, Inc. invites applications for a Groups Manager to oversee day-to-day lifecycle of group trips, including corporate groups, destination weddings, and honeymoons.

You will manage setup, guest bookings, payments, supplier coordination, and guest support while traveling, acting as the warm voice our guests hear by phone and email. You will build group pages in Travefy, manage reservations in VacationCRM, and coordinate with hotels on VIP requests.

Qualifications

• Excellent verbal English: confident, warm, and clear on the phone, including in time-sensitive moments.
• Polished, professional written English suited to luxury clients
• Exceptional attention to detail, especially with payments, deadlines, and manifests
• Proficiency in Travefy, including building group pages and sending itineraries and travel documents
• An ownership mindset and the ability to track many guests and deadlines at once with nothing slipping
• Discretion and professionalism with high-net-worth clients, corporate accounts, and sensitive financial details
• Availability for on-call support while groups are traveling
• Working knowledge of Microsoft Office (Outlook, Excel, PowerPoint)
• Detail-driven, accountable, and self-directed
• Strong communication skills

Responsibilities

• Create client-facing group pages in Travefy and internal reservation groups in VacationCRM once contracting is complete
• Set reminders for every group’s attrition dates and payment deadlines
• Book guests into groups from submitted forms and enter each reservation in VAX
• Send invoices and payment emails, chase deposits, process payments in VacationCRM, and send paid invoices with next steps
• Monitor individual reservations and send guests timely payment reminders according to contract terms
• Track attrition dates, payment deadlines, and other contract requirements, and alert the lead advisor well ahead of time
• Turn supplier agreements into company contracts using existing templates
• Collect guest flight details and prepare transfer manifests for group transfers
• Pass group special requests to hotels, such as VIP flags and amenities for wedding couples
• Act as the main contact for guest questions by phone and email, and provide on-call support while groups are traveling

Skills

Verbal English

Written English

Attention to detail

Travefy proficiency

Ownership mindset

Discretion

On-call availability

MS Office

Detail-oriented

Communication skills

Tools

Travefy

VacationCRM

VAX

Excel

PowerPoint

Outlook

Job description

Job Summary:

Find your place with us as a polished, detail-driven Groups Manager running the day-to-day lifecycle of our group trips, including corporate groups, destination weddings, and honeymoons. Once a group contract is signed, you’ll handle setup, guest bookings, payments, supplier coordination, and support while guests travel. You’ll be the warm, confident voice our guests hear by phone and email, working under the direction of our lead advisors.

Key Responsibilities:

• Create client-facing group pages in Travefy and internal reservation groups in VacationCRM once contracting is complete
• Set reminders for every group’s attrition dates and payment deadlines
• Book guests into groups from submitted forms and enter each reservation in VAX
• Send invoices and payment emails, chase deposits, process payments in VacationCRM, and send paid invoices with next steps
• Monitor individual reservations and send guests timely payment reminders according to contract terms
• Track attrition dates, payment deadlines, and other contract requirements, and alert the lead advisor well ahead of time
• Turn supplier agreements into company contracts using existing templates
• Collect guest flight details and prepare transfer manifests for group transfers
• Pass group special requests to hotels, such as VIP flags and amenities for wedding couples
• Act as the main contact for guest questions by phone and email, and provide on-call support while groups are traveling

Mandatory Skills:

• Excellent verbal English: confident, warm, and clear on the phone, including in time-sensitive moments
• Polished, professional written English suited to luxury clients
• Exceptional attention to detail, especially with payments, deadlines, and manifests
• Proficiency in Travefy, including building group pages and sending itineraries and travel documents
• An ownership mindset and the ability to track many guests and deadlines at once with nothing slipping
• Discretion and professionalism with high-net-worth clients, corporate accounts, and sensitive financial details
• Availability for on-call support while groups are traveling
• Working knowledge of Microsoft Office (Outlook, Excel, PowerPoint)
• Detail-driven, accountable, and self-directed
• Strong communication skills

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
• Organized enough to handle several projects at a time

Why Join Us:

This is a chance to join a high-performing luxury travel team and own large, high-value group trips. You’ll work closely with experienced lead advisors and take on more responsibility as you prove yourself. If you love making guests feel looked after from booking to return, you’ll thrive here.