Offer summary

Qualifications:

Previous experience in travel coordination, hospitality, or customer service preferred., Excellent written communication and attention to detail., Familiarity with Google Workspace or similar tools is essential., Strong organizational skills and ability to manage multiple requests..

Key responsibilities:

Respond to client emails and phone calls regarding hotel reservation changes.

Assist in coordinating travel needs for teams and confirming group bookings.

Prepare flight and hotel manifests using company templates.

Work with the founder to develop SOPs for recurring tasks.

Job description

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CPT-8769 Travel & Housing Coordination VA

REQUIRED SERVICE: Business Support VA
REQUESTED EXPERIENCE TIER LEVEL: Junior/Senior Level
MIN. HOURS/WEEK: 10 hours/week
SHIFT TIME ZONE: EST
SHIFT HOURS: 2 hours/day flexible
SHIFT DAYS: Monday to Friday
Number of VAs: 1

GENDER PREFERENCE: N/A
LANGUAGES SPOKEN/PREFERENCE: English
ACCENT PREFERENCE: Neutral
REGION PREFERENCES: N/A

We are a growing travel agency specializing in third-party hotel bookings and team housing logistics for athletic tournaments and events. We support group travel for schools, universities and other organizations in arranging smooth and customized travel experiences.

Position Overview:
We are seeking a detail-oriented and reliable Virtual Assistant (VA) to support day-to-day administrative and customer service tasks. You’ll be managing booking modifications, assembling travel manifests, and assisting with coordination between clients and hotels. This role is ideal for someone who is tech-savvy, organized, and experienced in customer service or travel coordination.

RESPONSIBILITIES:

Booking Management & Customer Support:

Respond to client emails and phone calls regarding changes to existing hotel reservations (e.g., date changes, room extensions).
Navigate and manage web-based booking platforms (training provided).
Update booking details accurately and promptly.

Team Housing Coordination:

Assist in coordinating travel needs for teams (e.g., 20+ rooms for weekend tournaments).
Support the process of gathering, organizing, and confirming group bookings.

Administrative Support:

Prepare flight and hotel manifests using company templates (includes names, confirmation numbers, itineraries).
Ensure all documentation is complete, organized, and error-free.
Maintain a log of client requests and responses.
Standard Operating Procedure (SOP) Documentation
Work with the founder to develop SOPs for recurring tasks (e.g., hotel negotiation process, booking workflows).

QUALIFICATIONS:

Previous experience in travel coordination, hospitality, or customer service preferred.
Excellent written communication and attention to detail.
Familiarity with Google Workspace (Docs, Sheets, Gmail) or similar tools.
Comfortable working with web-based platforms.
Ability to learn new systems quickly.
Strong organizational skills and ability to manage multiple requests.

(Preferred but Not Required)