Reservations Coordinator - Europe
Role Mission
The Reservations Coordinator supports both our Destination Specialists (Sales) and Concierge teams by ensuring bookings are accurate, complete, and aligned from confirmation through travel. This role plays a critical part in maintaining the quality and precision of our itineraries, with a strong focus on execution, follow-through, and detail.
Core Responsibilities
Booking Execution & Accuracy
Execute hotel bookings across partner platforms and direct channels with a high level of precision
Upload and organize all reservation documents (tickets, vouchers, confirmations) within the itinerary
Ensure all booking details align with the confirmed client experience
Proforma & Payment Verification
Audit hotel proforma invoices to confirm pricing, taxes, and inclusions match agreed terms
Partner with Concierge and (Res Ops) Accounting to identify and resolve payment discrepancies
Ensure financial accuracy before and after booking confirmation
Post-Sale Support
Handle itinerary changes and booking updates after the point of sale
Coordinate adjustments across vendors while keeping internal teams aligned
Maintain accuracy and consistency as itineraries evolve
Vendor Coordination & Quality Control
Follow up with vendors to secure confirmations in a timely manner
Review vendor communications to ensure all services match the itinerary
Flag and resolve discrepancies, including availability changes, alongside Sales and Concierge
Promotions & Value Optimization
Identify and apply post-booking promotions, offers, or added amenities from hotel partners
Ensure clients receive maximum value while protecting margin
Qualifications
2+ years of experience in the travel or hospitality industry (luxury travel or European destinations is a plus)
Strong attention to detail; able to catch inconsistencies across bookings, invoices, and communications
Highly organized with the ability to prioritize effectively across multiple active bookings
Comfortable operating in a fast-paced, high-volume environment without sacrificing accuracy
Strong written and verbal English communication skills (near-native or native proficiency)
High level of ownership and problem-solving ability — able to navigate ambiguity and find solutions independently
What Success Looks Like
Bookings are accurate, complete, and require minimal rework
Financials (proformas, payments, inclusions) are consistently aligned and verified
Vendors are responsive, and confirmations are secured without delays
Itineraries remain clean, organized, and fully documented
Issues are identified early and resolved without escalation
LatAm-based candidates are welcome to apply.
Candidates located outside the United States will be engaged under an independent contractor agreement. You will be responsible for managing your own social security and taxes in accordance with the regulations of your home country. Please take this into consideration before applying.
The Reservations Coordinator supports both our Destination Specialists (Sales) and Concierge teams by ensuring bookings are accurate, complete, and aligned from confirmation through travel. This role plays a critical part in maintaining the quality and precision of our itineraries, with a strong focus on execution, follow-through, and detail.
Core Responsibilities
Booking Execution & Accuracy
Execute hotel bookings across partner platforms and direct channels with a high level of precision
Upload and organize all reservation documents (tickets, vouchers, confirmations) within the itinerary
Ensure all booking details align with the confirmed client experience
Proforma & Payment Verification
Audit hotel proforma invoices to confirm pricing, taxes, and inclusions match agreed terms
Partner with Concierge and (Res Ops) Accounting to identify and resolve payment discrepancies
Ensure financial accuracy before and after booking confirmation
Post-Sale Support
Handle itinerary changes and booking updates after the point of sale
Coordinate adjustments across vendors while keeping internal teams aligned
Maintain accuracy and consistency as itineraries evolve
Vendor Coordination & Quality Control
Follow up with vendors to secure confirmations in a timely manner
Review vendor communications to ensure all services match the itinerary
Flag and resolve discrepancies, including availability changes, alongside Sales and Concierge
Promotions & Value Optimization
Identify and apply post-booking promotions, offers, or added amenities from hotel partners
Ensure clients receive maximum value while protecting margin
Qualifications
2+ years of experience in the travel or hospitality industry (luxury travel or European destinations is a plus)
Strong attention to detail; able to catch inconsistencies across bookings, invoices, and communications
Highly organized with the ability to prioritize effectively across multiple active bookings
Comfortable operating in a fast-paced, high-volume environment without sacrificing accuracy
Strong written and verbal English communication skills (near-native or native proficiency)
High level of ownership and problem-solving ability — able to navigate ambiguity and find solutions independently
What Success Looks Like
Bookings are accurate, complete, and require minimal rework
Financials (proformas, payments, inclusions) are consistently aligned and verified
Vendors are responsive, and confirmations are secured without delays
Itineraries remain clean, organized, and fully documented
Issues are identified early and resolved without escalation
LatAm-based candidates are welcome to apply.
Candidates located outside the United States will be engaged under an independent contractor agreement. You will be responsible for managing your own social security and taxes in accordance with the regulations of your home country. Please take this into consideration before applying.