Luxury Travel Coordinator — VIP Itineraries & Incentives

Quintessentially; New York (NY); Hybrid; USD 60,000 - 65,000; Full time

Benefits offered by this job

Healthcare

Dental & Vision

PTO after 3 months

401k

Job summary

Quintessentially Travel, part of Quintessentially, seeks a full-time Travel Coordinator to deliver hands-on luxury travel and superior customer service for a corporate incentive account. You'll support 1-3 Travel Specialists, coordinate with hotels, and manage itineraries using Travefy and CRM systems.

Core hours are Mon-Fri, 9:30am–6:00pm EST with in-office presence 1-2 days weekly. Expect occasional evenings/weekends to meet business needs, and enjoy healthcare, PTO after 3 months, and 401k

Qualifications

• Excellent professional communication and organizational skills.
• Proactivity, eagerness to learn and deliver excellent customer service.
• Work in a fast-paced environment and juggle high volumes of trips.
• At least one year of trip-planning experience.
• Core hours: Monday to Friday, 9:30am to 6:00pm EST, with in-office presence 1-2 days per week.
• Availability: Occasional evening and weekend responsiveness is required.

Responsibilities

• Provide day-to-day operational support to 1-3 Travel Specialists, assisting with booking management, itinerary updates, supplier coordination, and client communications.
• Liaise with hotel partners, sourcing availability, rates, and property information to meet client travel requirements.
• Conduct hotel site inspections, meet with hospitality industry representatives, and attend networking events to maintain supplier relationships and industry knowledge.
• Prepare and maintain monthly booking and sales reports.
• Accurately log client requests, bookings, and sales activity within the company CRM and database systems.
• Coordinate a high volume of pre-packaged incentive trip bookings, ensuring alignment with client preferences and budget requirements (excluding air travel).
• Manage a shared inbox, responding to incoming booking inquiries and communicating directly with clients to arrange travel details.
• Provide exceptional service and high-level communication to VIP and executive clients.
• Organize, track, and maintain trip details and project timelines within project management platforms.
• Input client self-booked flight information into itineraries using Travefy.
• Create, finalize, and distribute travel itineraries and supporting travel documentation to clients.
• Update and modify itineraries to accommodate last-minute changes, cancellations, and client requests.
• Ensure accuracy of travel arrangements while delivering a seamless client experience throughout the booking process.

Skills

Communication skills

Organizational skills

Customer service

Trip planning

Tools

Travefy

CRM systems

Job description

Quintessentially Travel, part of Quintessentially, seeks a full-time Travel Coordinator to deliver hands-on luxury travel and superior customer service for a corporate incentive account. You'll support 1-3 Travel Specialists, coordinate with hotels, and manage itineraries using Travefy and CRM systems.

Core hours are Mon-Fri, 9:30am–6:00pm EST with in-office presence 1-2 days weekly. Expect occasional evenings/weekends to meet business needs, and enjoy healthcare, PTO after 3 months, and 401k