Travel and Administrative Specialist

Our US Partner is a curated travel service and community for some of the most sophisticated travelers on the market. Recognized along with its host agency, its model provides a unique approach and complete solution to manage its clients high-end travel needs.

We are seeking a highly organized and detail-oriented Travel and Administrative Specialist to join our dynamic team. The ideal candidate will have prior experience with Global Distribution Systems (GDS), particularly Sabre, as well as proficiency in managing various aspects of travel arrangements, including booking flights, hotels, creating itineraries, and handling invoicing. In this role, you will play an essential part in delivering seamless travel experiences for our clients by utilizing multiple channels and platforms.

This is a full-time role, on a US shift and on a Work From Home set-up.

If you have the right skill set, this may be your opportunity to enter this fast-growing organization.

DUTIES AND RESPONSIBILITIES:

1. Ticketing Flights in GDS/Sabre:

   • Use Sabre (or other GDS platforms) to book flights for clients, ensuring accuracy and timely processing.

   • Prior experience with GDS/Sabre is critical, as it will be central to daily flight booking tasks.

   • Ensure flight details, such as dates, times, and classes, meet client preferences and travel requirements.

2. Booking Hotels through Multiple Channels:

   • Book hotels for clients using a variety of platforms, including GDS, internal Online Booking Tools, Expedia, and others.

   • Ensure hotel accommodations meet clients preferences, budget, and special requests.

   • Stay informed about hotel availability, promotions, and rate fluctuations to provide the best options for clients.

3. Creating Itineraries in Axus Platform:

   • Develop customized travel itineraries for clients using the Axus platform.

   • Ensure itineraries are accurate, clear, and detailed, including all travel-related information such as flights, accommodations, transportation, activities, and special requests.

   • Review and edit itineraries to ensure they align with client specifications and preferences.

4. Gathering Rates and Information from Suppliers:

   • Obtain rates, availability, and other relevant information from suppliers, including airlines, hotels, car rental agencies, and tour operators.

   • Communicate with multiple suppliers to gather the best options and create compelling travel proposals.

   • Compile and present detailed proposals for clients, highlighting the most suitable options based on their needs.

5. Logging and Invoicing in Clientbase:

   • Manage client bookings and financial details in Clientbase software.

   • Accurately log client information, transactions, and itineraries.

   • Prepare and send invoices to clients, ensuring accuracy and compliance with company billing procedures.

   • Follow up on payments, ensuring timely processing of invoices and maintaining proper financial records.

Qualifications:

• Experience:

  • Minimum of 3 years experience in travel coordination or a similar role, with significant exposure to GDS systems (Sabre preferred).

  • Familiarity with booking hotels and flights through various channels (GDS, internal tools, Expedia, etc.).

  • Experience using Axus for creating itineraries is a plus but not mandatory.

  • Prior experience with Clientbase or similar CRM and invoicing systems is highly desirable.

• Skills:

  • Strong attention to detail and organizational skills.

  • Excellent communication skills, both written and verbal, with the ability to interact effectively with clients and suppliers.

  • Ability to manage multiple tasks simultaneously in a fast-paced environment.

  • Proficiency in Microsoft Office Suite and travel management platforms (GDS, Online Booking Tools, Axus, Clientbase, etc.).

  • Customer service-oriented mindset with a focus on delivering high-quality service.