Logistics Coordinator

Ultimate Jet Vacations; Caracas; Presencial; VES 25.827.000 - 37.127.000; Jornada completa

Descripción de la vacante

Ultimate Jet Vacations is seeking a Logistics Coordinator, Advisor Partnerships to manage event logistics, FAM trips, and client-facing support. You will coordinate invitations, RSVPs, and materials for networking events, while collaborating with product and partners to craft detailed itineraries for familiarization trips.

The role requires strong organizational skills, excellent English communication, and comfort with Zoom, CRM tools, and Tableau for reporting.

Formación

• 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.

Responsabilidades

• Event Coordination: Organize and coordinate company participation in networking events, trade shows, and conferences, including managing invitations, RSVPs, registrations, and event materials.
• Event Coordination: 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.
• FAM Trips (Familiarization Trips): Utilize FamGuru for itinerary management and agent communication.
• FAM Trips (Familiarization Trips): Conduct post-trip follow-up by gathering feedback from participants to strengthen relationships and encourage repeat business.
• FAM Trips (Familiarization Trips): 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.
• General Support: Assist in the organization and preparation for webinars (registration, Zoom setup, materials).
• General Support: Collaborate with the Head of Business Development and Directors on special projects and tasks as needed.
• General Support: Assist with override tracking and reporting. Organize and maintain records of invoices and signed agreements.
• General Support: Run production reports from Tableau and other platforms to support account reviews and client meetings.

Conocimientos

Organizational skills

Communication

English fluency

Tech-savvy

Record-keeping

Independent and collaborative work

Proactive problem-solving

Herramientas

Zoom

CRM tools

Tableau

FamGuru

Descripción del empleo

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.

Role Mission

The Logistics Coordinator, Advisor Partnerships 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.