Travel Coordinator - Africa

Ultimate Jet Vacations•Stratton, VT

13d

About The Position

You are the vital link between a finalized itinerary and flawless client travel. Supporting luxury travel experiences, you bring each trip to life by meticulously verifying every operational detail, confirming supplier arrangements, and ensuring clients are fully prepared and confident for their journey. Your work directly supports both the Africa Destination Specialists and in-country teams, ensuring the highest standards of accuracy, seamlessness, and luxury service delivery.

Requirements

Experienced in luxury travel, with a background in a DMC, tour operator, or travel agency, and an understanding of Africa travel logistics and regional complexities.
Exceptionally detail-oriented, with a natural drive to catch discrepancies and ensure absolute accuracy.
Highly organized, able to manage complex, multi-component itineraries across multiple clients and timelines.
Composed under pressure with the ability to remain effective and proactive when solving last-minute challenges.
Clear and confident communicator (written and verbal), fluent in English and skilled at simplifying complex information for clients.
Inquisitive and resourceful, with strong research skills to stay current on changing visa and entry protocols.
Proficient with systems including Excel, CRM platforms, and itinerary-building software (Wetu experience is highly preferred).
Client-centered, with a strong sense of responsibility for the client's peace of mind and experience.
Collaborative, supporting both your internal team and our trusted in-country partners.

Responsibilities

Receive finalized itineraries from the Destination Specialists and initiate all post-confirmation steps.
Collaborate closely with in-country partners to verify transfer schedules, guide assignments, room allocations, activity bookings, and supplier confirmations.
Ensure granular allocations are meticulously verified, such as securing specific safari camp tents or particular lodge rooms.
Confirm all guest preferences—rooming, bed configurations, dietary needs, special celebrations—are accurately reflected with suppliers.
Validate all transfer logistics, including ground and air, ensuring they align with the latest flight schedules and on-the-ground conditions.
Cross-reference all confirmed services with billing records to ensure every itinerary item is accurately accounted for and paid.
Create polished, detailed travel documents including daily itineraries, confirmed bookings, supplier contacts, and travel vouchers.
Review international flight details to ensure seamless integration with the planned itinerary, including early arrivals or late departures.
Manage e-tickets for internal and charter flights, ensuring all logistics account for regional complexities like luggage restrictions for bush flights.
Include tailored packing lists, destination tips, and definitive guidance on health and entry requirements, including vaccinations, malaria prophylaxis, and ETAs.
Maintain the highest level of confidentiality and security when handling sensitive client data, such as passport details and medical information.
Double-check all client documentation for total accuracy and clarity.
Serve as the main point of contact for client questions as travel approaches.
Lead final travel document reviews to address any last questions and ensure clients feel confident.
Resolve any last-minute changes or complex queries prior to departure, maintaining a composed and effective approach under pressure.
Audit bookings to ensure each has a designated payment schedule and that charges are processed according to internal financial protocols.
Keep complete and current records of supplier confirmations and client details in internal systems.
Actively update and maintain vendor databases, dining guides, and resource libraries to support internal efficiency and the client experience.