Operations Coordinator
Join our boutique Travel Company and be a part of a thriving luxury travel brand that specializes in personalized experiences.
We are looking to hire an operations coordinator based in Italy. This is a fully-remote position. Candidates outside of Italy will not be considered.
We are particularly interested in candidates with a background in customer service and/or operations within the travel industry, although we also welcome individuals with transferable skills from other industries. We require strong technology skills for this position, including the ability to learn new systems, adapt quickly to proprietary software, understand how different systems integrate, and effectively multitask across multiple platforms.
Exceptional organizational skills are essential. The ideal candidate will be highly detail-oriented, able to keep documentation accurate and up to date, and proactive in managing administrative tasks to ensure work is completed efficiently and nothing falls through the cracks.
This is a year-round position; however, our busiest season runs from April through October, during which the workload is significantly higher. To best support our clients during this peak period, team members are expected to be available throughout the season, and vacation requests are preferred outside of these months.
Above all, we value candidates with a positive, can-do attitude, excellent communication skills, and proficiency in both English and Italian.
OBJECTIVE
As an operations coordinator your primary responsibility will be ensuring the smooth execution of our exclusive tailor-made travel itineraries. This is exclusively a position for a travel coordinator and does not entail designing itineraries.
Responsibilities:
- Accurately book all services required for the successful completion of the tour provided by one of the Sales team members
- Prepare and check the final documentation for any errors or changes
- Liaise with the Sales team promptly on any changes or operational requirements
- On confirmation, set up the file and ensure the in-house reservation systems are accurate
- Act as point of contact for the traveling clients, and provide concierge level service
- Update booking systems and internal trackers
- Quality Control / Customer Service
- Have the highest standards of quality at the forefront of mind
- Proactively highlight potential customer service problems and take steps to make improvements
- Investigate and provide information to enable a response to customer service issues
General:
- General office duties
- To conduct special projects as requested by management
- Any other reasonable duties as requested by management
- To be in charge of the “on-call phone” while the clients are traveling
EXPERIENCE & QUALIFICATIONS
Desired skills-set:
- A confident, positive attitude, and a desire to ensure guests have the best travel experience.
- Strong spoken and written communication skills. English and Italian proficiency in written and verbal communication is a must
- People-oriented, proactive, and comfortable jumping into conversations.
- Good level of geographical and general knowledge of Italy is required
- Tech-savvy with strong working knowledge of operational tools (e.g., Monday.com, Excel, and similar software) and up-to-date knowledge of MS Office and G-Suite
- Quick to learn, adapt and extremely well-organized in both communication and administration
- Basic mathematical understanding
- Ability to multitask and work under pressure with strong attention to detail
- A real passion for travel and willingness to develop relationships with key suppliers
- Good and effective time management
- Ability to carry tasks and projects from start to completion independently
- Experience in hospitality and working with high-demand clients is an advantage.
If you are interested in this position, please send your resume/cv to [email protected], along with a cover letter and two professional references. These can be from a colleague you have worked closely with or a supplier partner that you have a working relationship with. We are seeking to establish that the candidate has good character and great work ethic.