Travel Agent Virtual Assistant

Job Summary:
Come work with us as a polished, detail-driven Groups Manager running the day-to-day lifecycle of our group trips, including corporate groups, destination weddings, and honeymoons. Once a group contract is in place, you’ll manage setup, guest bookings, payments, supplier coordination, and support while guests travel. You’ll be the warm, confident voice guests speak with by phone and email, working under the direction of our lead advisors.

Key Responsibilities:

• Create client-facing group pages in Travefy and internal reservation groups in VacationCRM once contracting is done
• Set up reminders for every group’s attrition dates and payment deadlines
• Book guests into groups from submitted forms and set up each reservation in VAX
• Send invoices and payment emails, follow up on deposits, process payments in VacationCRM, and send paid invoices with next steps
• Keep track of individual reservations and send guests timely payment reminders per contract requirements
• Stay on top of attrition dates, payment deadlines, and other contract requirements, and alert the lead advisor well in advance
• Convert supplier agreements into company contracts using existing templates
• Gather guest flight information and build transfer manifests for group transfers
• Send hotels group special requests, such as VIP flags and amenities for wedding couples
• Serve as the main contact for guest questions by phone and email, and give on-call support while groups travel

Mandatory Skills:

• Excellent verbal English: confident, warm, and clear on the phone, including under time pressure
• Polished, professional written English suited to luxury clients
• Exceptional attention to detail, especially with payments, deadlines, and manifests
• Proficiency in Travefy, including creating group pages and sending itineraries and travel documents
• An ownership mindset and the ability to keep track of many guests and deadlines without anything slipping
• Discretion and professionalism with high-net-worth clients, corporate accounts, and sensitive financial details
• Availability for on-call support while groups travel
• Working knowledge of Microsoft Office (Outlook, Excel, PowerPoint)
• Responsible, attentive to detail, and independent
• Strong communication skills

Preferred Skills:

• Experience with VacationCRM
• Experience with VAX
• Prior group travel management experience, including group contract requirements and attrition
• Destination wedding or corporate incentive travel experience
• Able to manage several projects without dropping any

Why Join Us:
This is an opportunity to join a high-performing luxury travel team and own large, high-value group trips. You’ll work closely with experienced lead advisors and take on more responsibility as you prove yourself. If you love making guests feel cared for from booking to return, you’ll thrive here.