Trip Operations Coordinator

This is a fully remote position, open to applicants in Ukraine.

📋 Description

• Take ownership of each departure's operational file from the time of booking until the post-trip close-out, managing approximately 15–20 departures annually at peak performance.

• Maintain the manifest as the definitive source of information: including travelers, accommodations, flights, documents, and special requests.

• T-21: finalize flight data - follow up on any pending flight details with Support and enforce transfer deadlines.

• T-14: finalize the rooming list and submit it to the hotel; address room-sharing and special-request items in accordance with policy.

• T-7: conduct a confirmation sweep - ensure written confirmations from every supplier; compile the host briefing packet (including VIPs, dietary restrictions, birthdays, and first-timers).

• Serve as the central hub during live departures: track arrivals, manage flight changes, maintain an incident log, and escalate issues to the Operations Lead and duty phone as needed.

• Monitor the completion of room-share codes and implement the policy timeline with accuracy and empathy.

• Conduct the T+3 debrief: prepare the host report, review incidents, and update supplier scorecards.

• Provide NPS and issue data back to Curation and Supply.

⛳️ Requirements

• A minimum of 3 years experience in group travel operations within a DMC, tour operator, travel club, or MICE agency, where you were responsible for creating rooming lists and manifests under tight deadlines.

• Exceptional operational organization: maintaining spreadsheets, checklists, booking systems, and written confirmations from suppliers—everything is documented, nothing is left to memory.

• Ability to communicate calmly and systematically under pressure; adept at de-escalating situations while documenting events concurrently.

• Comfortable with a trip-week routine that may involve being on-call during evenings and weekends throughout live departures.

• Proficiency in English is required.

🏝️ Benefits

• Remote-first work environment; the standard hiring structure is a B2B contract (to be confirmed for this specific position).

• Fully remote roles - alignment with Dubai/EU hours is more critical than the candidate's country of residence.

• 10 days of paid vacation, plus an additional 2 fixed days off.

• Sick leave policy with reasonable usage guidelines.

• Highly competitive salary package.

• Flat organizational structure with no micromanagement, allowing for a direct impact on product success.

• Opportunities to attend leading industry events and conferences.