Travel Scheduling Coordinator - WFH

Believeadvertising; Town of Florida (NY); Remote; USD 42,000 - 66,000; Full time

Benefits offered by this job

Performance incentives

Hybrid options

Employee travel discounts

Health coverage

Paid time off

Job summary

Believeadvertising is seeking a Travel Scheduling Coordinator to plan and manage travel itineraries for individuals and groups from our New York area. This role emphasizes accuracy, proactive communication, and seamless connections across flights, transfers, and accommodations.

You will collaborate with clients, suppliers, and internal teams, maintain schedules in company systems, and handle multiple calendars with attention to time-sensitive details.

Qualifications

• 1+ years of experience in travel coordination or related administrative roles.
• Excellent organizational skills and strong attention to detail when handling time-sensitive data.
• Clear written and verbal communication; comfortable liaising with clients and suppliers.
• Ability to manage multiple calendars and prioritize scheduling demands.
• Proficient in MS Office; familiar with online booking platforms and scheduling tools.

Responsibilities

• Build, maintain and update travel schedules and client itineraries with precise timing and connection details.
• Coordinate flight times, ground transfers, accommodation check-ins/outs and activity windows to avoid conflicts and minimize traveler wait times.
• Monitor booking timelines and supplier confirmations; verify that all schedule elements align and flag potential issues.
• Communicate schedule changes and timing-sensitive updates promptly to clients, vendors and internal teams.
• Manage calendar coordination for multi-person or multi-leg trips, including rooming lists and passenger manifests when required.
• Proactively identify scheduling risks (e.g., tight connections, overlapping appointments) and propose practical alternatives.
• Assist with day-of travel support by providing up-to-date schedules and liaising with suppliers to resolve timing problems.
• Maintain accurate records of schedules, confirmations and client preferences in internal systems.

Job description

About the job Travel Scheduling Coordinator - WFH

As a Travel Scheduling Coordinator, you will be responsible for planning and maintaining accurate travel schedules and itineraries for individual travelers and groups. Youll work closely with travel coordinators, clients and suppliers to confirm timing, manage calendar conflicts, and ensure seamless connections across flights, transfers, accommodations and activities. This role requires strong attention to detail, excellent communication, and the ability to manage multiple schedules at once.

Key responsibilities

Build, maintain and update travel schedules and client itineraries with precise timing and connection details.

Coordinate flight times, ground transfers, accommodation check-ins/outs and activity windows to avoid conflicts and minimize traveler wait times.

Monitor booking timelines and supplier confirmations; verify that all schedule elements align and flag potential issues.

Communicate schedule changes and timing-sensitive updates promptly to clients, vendors and internal teams.

Manage calendar coordination for multi-person or multi-leg trips, including rooming lists and passenger manifests when required.

Proactively identify scheduling risks (e.g., tight connections, overlapping appointments) and propose practical alternatives.

Assist with day-of travel support by providing up-to-date schedules and liaising with suppliers to resolve timing problems.

Maintain accurate records of schedules, confirmations and client preferences in internal systems.

Requirements

1+ years experience in travel coordination, scheduling, operations, events, or a related administrative/customer service role preferred.

Exceptional organizational skills and strong attention to detail when managing time-sensitive information.

Clear written and verbal communication skills; comfortable liaising with clients and suppliers.

Ability to manage multiple calendars and prioritize competing scheduling demands.

Basic computer skills required (Microsoft Office especially Excel and Outlook/calendar management email and internet research). Familiarity with online booking platforms, GDS or scheduling tools is a plus.

Comfortable working occasional early/late hours as needed to support departures, arrivals or international supplier time zones.

Problem-solving mindset and ability to remain calm under pressure.

Professionalism and discretion when handling confidential client information.

Competitive compensation with opportunities for performance-based incentives.

Flexible work arrangements or hybrid options may be available depending on company policy.

Opportunities for career growth within travel operations and client services.

Supportive team environment with access to industry tools, supplier networks and best practices.

Employee travel discounts and partner perks, plus standard benefits where offered (paid time off, health coverage, etc., subject to company policy).