POSITION DESCRIPTION

The Once in a Lifetime Travel Coordinator will help support the Experience Collection Team. This position will primarily manage Member billing, liaison with our travel insurance partner, and work behind the scenes on training presentations and related materials. Being comfortable and proficient with excel and mail merge is strongly preferred. The Coordinator must be ready to jump into and facilitate our project-focused tasks.

ROLES AND RESPONSIBILITIES

Team Support:

• Update internal documents relating to all detailed trip information
• Create presentations & training material for team training sessions and refreshers
• Mail merge - Member Newsletters
• Point person for Travel Insurance Claims
• Provide Member claim information when needed
• Send monthly reports to necessary partners
• Organize the pre-trip mailings
• Be the Point Person for the Marketing Team on Department Amenities
• Fun projects: Holiday Cards, Department Incentives, and Prizes
• Brainstorm and order amenities for Experiences as needed
• Actively participate in the Reservation Allocation process
• Attend semi-weekly Team meetings
• Assist in ensuring team and company goals are measured and met

Billing:

• Process Partner/Vendor invoices on a weekly basis
• Manage payment schedules and follow-up on outstanding invoices
• Assist with Member billing on a weekly basis (strong Excel skills)
• Act as liaison for the Accounting Team and be the point of contact for billing needs and questions

Development Opportunities:

• Develop confidence in your communication skills by regularly engaging with high-end clientele and our various partners
• Assist in the development of new Exclusive Journeys (Immersion) trips by putting together a brainstorming team, helping with the brainstorming, researching the ideas, and creating PowerPoints to present them
• Occasional travel for site inspections, any new products, or Trips that are currently operating
• Develop presentation skills by participating in team meetings

EDUCATION, SKILLS, AND EXPERIENCE

• 1-3 years of experience in administrative support, travel, hospitality, or service industry.
• Bachelor's degree or equivalent work experience is preferred.
• Must be highly proficient in Microsoft office products, including Excel and PowerPoint
• Must be able to learn quickly, adapt to changing circumstances, and be comfortable working independently.
• Must have a “can-do” attitude and be naturally resourceful
• Must have strong organizational skills and the ability to multi-task
• Must be detail oriented with highly professional communication skills
• Must be able to build trust and credibility with Members, co-workers, and vendors

Accepting applications until 8/1/2026