PA & Travel Operations Coordinator

RecruitMyMom; Remote; ZAR 200 000 - 300 000; Part time

Job summary

A travel service company is looking for a versatile Virtual Assistant to support day-to-day operations for 20 hours per week, remotely from South Africa. This role includes managing client invoicing, coordinating travel arrangements, and enhancing client experiences through research and marketing efforts. The ideal candidate should have strong organisational skills, experience in customer service, and be proficient with tools like Xero and Trello. Applicants should demonstrate a proactive mindset and passion for travel.

Qualifications

• Exceptional organisational skills to handle multiple projects.
• Strong written and verbal communication skills.
• Experience in customer service or travel is preferred.

Responsibilities

• Manage client invoicing on Xero.
• Build and maintain detailed travel itineraries.
• Coordinate with hotels and guides for travel arrangements.

Skills

Organisational skills

Communication

Problem-solving

Customer service

Tools

Xero

Trello

Adobe

Excel

Canva

Substack

Job description

A full-service UK travel company is looking for a versatile, detail‑oriented Virtual Assistant to streamline processes, manage systems, and support day‑to‑day operations for 20 hours per week (four hours per day) from 9:00 am London time. This role combines travel operations, PA tasks, and admin support, helping the business run efficiently. Proven experience in high‑end service sectors, ideally in travel or hospitality, is preferred.

Responsibilities

Administrative & Reporting

• Enter data into CRM systems, including trip feedback, scouting reports, and client profiles.
• Manage client invoicing on Xero.
• Manage and refine internal systems, workflows, and operational processes for efficiency.
• Learn and use internal tools including Safari Portal, Trello, Calendly, Adobe, Excel, Canva, and Substack.
• Conduct monthly, quarterly, and annual sales and performance reporting.

Operational & Client Support

• Set deadlines and manage daily and weekly workflow in collaboration with the owner.
• Build, edit, and maintain detailed itineraries throughout each trip’s planning process.
• Communicate with hotels, guides, and operators to coordinate all travel arrangements.
• Reconfirm all details of client itineraries prior to departure and take ownership of accuracy.
• Maintain accurate client files, itineraries, and invoices in the CRM.

Secondary Responsibilities: Marketing & Business Development

• Conduct research on destinations, dining, and activities to enhance client experiences.
• Create and manage marketing materials, proposals, and client touchpoints.
• Build and maintain templates for business development outreach.
• Oversee social media channels and develop engaging, on‑brand content.
• Coordinate Substack newsletters and marketing content with graphic designers and developers.

Requirements

• Exceptional organisational skills with the ability to manage multiple projects simultaneously.
• Excellent written and verbal communication; strong interpersonal skills.
• Positive attitude, adaptability, and a genuine passion for travel.
• Proven experience in customer service, hospitality, or travel preferred.
• Strong work ethic and proactive approach; identifies opportunities to improve systems and processes.
• Calm under pressure, resourceful, and solution‑oriented.
• Prior experience with Xero, Trello, Safari Portal or similar Itinerary Builder, Substack, Adobe, Excel, and Canva.
• Comfortable using a variety of AI tools to streamline tasks, research, and organisational efficiencies.
• Strong knowledge of global geography.

Fully remote. 20 hours per week (4 hours per day) from 9:00 am London time.