Travel Coordinator

Ultimate Jet Vacations; United States; Remote; USD 48,000 - 72,000; Full time

Job summary

Ultimate Jet Vacations is seeking a Travel Logistics Coordinator to support growth by coordinating events, FAM trips, and client gifting. You will work with Head of Business Development and Directors to deliver seamless experiences for luxury travel advisors.

This role requires 2–4 years coordinating logistics in hospitality, travel, or BD support, with strong organization, English fluency, and familiarity with Zoom, Tableau, and itinerary tools such as FamGuru.

Qualifications

• 2–4 years of experience in coordination, logistics, events, or a similar role (hospitality, travel, or business development support experience is a plus).
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent communication skills, with fluency in English (written and spoken).
• Tech-savvy with experience using platforms such as Zoom, CRM tools, reporting dashboards (Tableau experience preferred), and itinerary management tools (FamGuru experience is a plus).
• Detail-oriented with strong record-keeping and documentation habits.

Responsibilities

• Event Coordination: Organize and coordinate company participation in networking events, trade shows, and conferences, including invitations, RSVPs, registrations, and materials.
• FAM Trips: Develop detailed itineraries that include flights, accommodations, transportation, and activities; use FamGuru for itinerary management and agent communication.
• General Support: Help with client gifting and year-end gift purchasing; assist with webinars (registration, Zoom setup, materials).
• Collaborate with Head of Business Development and Directors on special projects; assist with override tracking and reporting; maintain records of invoices and signed agreements.
• Run production reports from Tableau and other platforms to support account reviews and client meetings.

Skills

Organizational skills

Communication

Attention to detail

Problem-solving

Tools

Zoom

CRM tools

Tableau

FamGuru

Job description

Who is UJV?

Planning and managing a 5-star vacation from scratch requires expertise, cleverness, and a genuine passion for detail. That’s what UJV is all about. UJV is a service-driven team of experts that work behind the scenes, engineering luxury travel experiences for advisors globally, so they can grow their business and fully satisfy their exclusive clients.

We are the luxury travel advisor’s right hand. How?

• UJV is a team of travel experts that advises and supports luxury travel advisors worldwide.

• We work behind the scenes as allies of top luxury travel advisors, to offer a 5 Star experience for their clients.

• We offer travel advisors the knowledge and tools needed to grow their business and better serve their exclusive clients.

• We offer an experience-centered service based on passion, expertise, integrity

• and attention to detail.

• We are willing to do the hard work in order to see our clients shine.

Candidates located outside the United States will be engaged under an independent contractor agreement. You will be responsible for managing your own social security and taxes in accordance with the regulations of your home country. Please take this into consideration before applying.

Role Mission

Internal Title: Travel Logistics Coordinator
The Travel Coordinator plays a key role in supporting UJV’s growth by managing the logistical details that drive our business development efforts. From coordinating industry events and familiarization (FAM) trips to organizing reporting, invoices, and client gifting, this role ensures that every initiative runs smoothly. The Coordinator will work closely with the Head of Business Development, Directors, and partners to deliver seamless experiences that strengthen relationships and support long-term business success.

Responsibilities

Event Coordination

• Organize and coordinate company participation in networking events, trade shows, and conferences, including managing invitations, RSVPs, registrations, and event materials.

• Ensure logistics are handled in advance and follow-up is completed afterward.

FAM Trips (Familiarization Trips)

• Work closely with Product and UJV’s partners to develop detailed itineraries that include flights, accommodations, transportation, and activities.

• Utilize FamGuru for itinerary management and agent communication.

• Conduct post-trip follow-up by gathering feedback from participants to strengthen relationships and encourage repeat business.

• Maintain accurate and organized records of all client information, bookings, invoices, and financial transactions related to FAMs and other events.

General Support

• Support client gifting (flowers, e-gift cards, branded items) and assist with year-end gift purchasing.

• Assist in the organization and preparation for webinars (registration, Zoom setup, materials).

• Collaborate with the Head of Business Development and Directors on special projects and tasks as needed.

• Assist with override tracking and reporting.
  Organize and maintain records of invoices and signed agreements.

• Run production reports from Tableau and other platforms to support account reviews and client meetings.

Qualifications

• 2–4 years of experience in coordination, logistics, events, or a similar role (hospitality, travel, or business development support experience is a plus).

• Strong organizational skills with the ability to manage multiple priorities and deadlines.

• Excellent communication skills, with fluency in English (written and spoken).

• Tech-savvy with experience using platforms such as Zoom, CRM tools, reporting dashboards (Tableau experience preferred), and itinerary management tools (FamGuru experience is a plus).

• Detail-oriented with strong record-keeping and documentation habits.

• Comfortable working both independently and collaboratively in a fast-paced environment.

• A proactive problem-solver who can anticipate needs and follow through on tasks with minimal oversight.