Travel Coordinator

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 is the luxury travel consultancy within Quintessentially, the world’s leading luxury lifestyle concierge. Quintessentially Travel crafts and creates holidays which are tailor‑made from start to finish for each individual client. Our clients seek to explore the globe's most glamorous, sought-after and remote destinations all while being treated to VIP benefits and experiences along the way. From the ordinary to the extraordinary, the known to the unknown, we don't just create holidays; we create memories that last a lifetime.

Quintessentially Travel is seeking a full time Travel Coordinator who wants a hands‑on experience in luxury travel and customer service for a corporate incentive account.

Daily tasks include:

• 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.

Requirements

• Excellent professional communication and organizational skills and attention to detail
• Proactivity, eagerness to learn and deliver excellent customer service
• Work in a fast-paced environment and juggle high volumes of trips simultaneously
• 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 as business needs arise.
• Benefits: Healthcare, Dental & Vision. Company contribution provided. Generous PTO after three months of service. 401k, available on the first day of the month following your start date.

Salary Range:

$60,000 - $65,000 a year (commensurate with experience)