Operations Coordinator — Luxury Travel

Wagner Bespoke Travel; Santa Monica (CA); On-site; USD 80,000 - 100,000; Full time

Benefits offered by this job

401k matching

Tech stipend

Two luxury retreats yearly

Travel perks

Job summary

Wagner Bespoke Travel in Santa Monica is seeking a versatile operations coordinator to support end-to-end luxury itineraries and client service. You’ll manage quotes, bookings, and itineraries, while collaborating with suppliers and a small team to deliver seamless travel experiences worldwide.

Ideal candidates bring 2–5 years of experience, strong organizational skills, and a passion for exceptional service. Onsite four days a week in Santa Monica with some remote work possibilities.

Qualifications

• 2–5 years of work experience (travel industry welcome but not required).
• Strong written and spoken communication skills.
• Willingness to learn luxury travel processes and systems.

Responsibilities

• End-to-end trip execution: quotes, bookings, ensuring smooth trips from start to return.
• Provide client quotes with hotel option breakdowns tailored to needs.
• Create and manage itineraries via AXUS.
• Direct communication with suppliers by phone and email.
• Build lasting client relationships and trust.
• Maintain accurate client notes, travel details, and trip workflows.
• Collaborate with a small team to handle high volume.

Skills

Detail-oriented

Time management

Relationship-building

Problem-solving

Communications

Tools

Excel

Google Suite

AXUS

Job description

Wagner Bespoke Travel, a successful and growing boutique luxury travel advisory firm based in Santa Monica, is expanding its operations team. We're looking for a versatile, driven coordinator who wants more than a job — someone hungry to learn the luxury travel business from the inside out and grow with us as the team scales.

This is a true jack-of-all-trades role. One hour you might be negotiating a suite upgrade with a hotel GM in Florence; the next, rebuilding an itinerary after a canceled flight, or spotting a smarter way to run our trip workflow and pitching it to the team. If you thrive on variety, take ownership without being asked, and get energy from solving time-sensitive problems, you'll fit right in.

Luxury travel expertise can be taught — professionalism, curiosity, and drive cannot. If you're considering a career transition and bring strong relationship‑building skills, commercial awareness, and a passion for exceptional service, we want to hear from you.

Where This Role Goes

We're deliberately building this role to grow. Coordinators who master the fundamentals take on increasing responsibility: deeper client relationships, supplier negotiations, process improvement projects, and more strategic ownership of how trips get done. You'll work alongside two experienced coordinators and report to our Lead Operations Coordinator, with direct exposure to the Founder and Operations Director. In a boutique firm, there's nowhere to hide — and nowhere your contributions won’t be seen.

What You'll Own

• End-to-end trip execution for assigned clients: quoting luxury hotels and air, booking travel, and making sure every trip runs flawlessly from confirmation through the client's return home
• Client-facing quotes with detailed breakdowns of hotel options tailored to each client's needs
• Itinerary creation and management via AXUS
• Direct communication with suppliers, by phone and email
• Client relationships — building trust so clients ask for you by name
• Our database and trip workflow — keeping client notes, travel details, and trip flows accurate and current
• Whatever the day throws at you — this is a small team handling high volume, and everyone pitches in everywhere

What This Role Is (and Isn’t)

This role covers the ins and outs of the back-end booking process — it is NOT a sales role. While the Founder is often out touring properties and meeting suppliers, you're the person the Founder and Operations Director count on to keep existing trip flows running smoothly. Clients travel worldwide, so inquiries and issues can arise at all hours; the team shares a rotating weekend on-call for emergencies.

You Might Be a Fit If You

• Are hungry to learn — you ask questions, seek feedback, and pick up new tools and destinations fast
• Are hyperorganized and detail-obsessed, even when juggling many moving pieces
• Stay calm and resourceful under time pressure, solving problems on the go
• Are equally comfortable in a spreadsheet, on the phone with a client, or emailing a hotel GM abroad
• Take ownership: when something's yours, it gets done right, without reminders
• Are process-driven but not rigid — you follow systems and improve them
• Are professional and polished in writing and on the phone
• Have 2–5 years of work experience (travel industry experience welcome but not required)

Logistics & Requirements

• Must live in the Los Angeles area
• Onsite 4 days per week in Santa Monica, 1 day remote
• Experienced in Excel and Google Suite

Wish List

• Understanding of ultra-HNW luxury travel, destinations, hotel brands, and clientele

Salary & Benefits

• Salary Range: $80,000 – $100,000 + Bonus (varies based on experience, education, previous performance, etc.)
• 401k matching, tech stipend, two luxury retreats yearly, and more
• Travel perks available after 6+ months (heavily discounted hotel stays, etc.)