Reservation and Planning Coordinator

About the Role

We are seeking an organized and dependable Administrative Assistant to provide remote administrative support for vacation planning, client coordination, and reservation management. This position is ideal for someone who enjoys keeping information organized, managing schedules, communicating with clients, and helping ensure important details are handled accurately and on time.

As an Administrative Assistant, you will support the day-to-day planning process for clients preparing for upcoming vacations. Your responsibilities may include maintaining client records, organizing reservation information, tracking important dates and deadlines, researching available options, and assisting with itinerary preparation.

Vacation planning can involve multiple components, including accommodations, cruises, resorts, transportation, theme park experiences, excursions, and other activities. You will help keep these details organized within established systems while ensuring confirmations, updates, and planning information are properly documented.

You will also assist with routine client communication, follow up on outstanding planning details, update records as reservations change, and help maintain an organized workflow throughout the planning process. Strong attention to detail is important, as reservation dates, traveler information, and itinerary details must be recorded accurately.

Previous travel industry experience is not required. Training is provided on the systems, resources, booking processes, and planning procedures used in the role. Successful candidates should be comfortable working independently, learning new technology, communicating professionally, and managing multiple administrative responsibilities in a remote environment.

Responsibilities

• Provide administrative support throughout the vacation planning process
• Maintain organized client records, reservation details, and planning documentation
• Assist with researching accommodations, cruises, resorts, activities, and transportation options
• Organize confirmations, itinerary information, and important planning dates
• Track deadlines and follow up on outstanding reservation details
• Communicate planning updates and information clearly with clients
• Update records when reservations or itinerary details change
• Support scheduling and other day-to-day administrative workflows

Qualifications

• Strong organizational and administrative skills
• Excellent written and verbal communication
• High level of attention to detail and accuracy
• Comfortable using computers, online platforms, and digital communication tools
• Ability to prioritize tasks and manage multiple client timelines
• Self-motivated and comfortable working independently in a remote environment
• Administrative, customer service, hospitality, or travel-related experience is helpful but not required

What We Offer

• Flexible remote scheduling
• Performance-based pay structure
• Structured training and onboarding
• Ongoing mentorship and professional support
• Access to established planning systems and resources
• Opportunities to develop administrative, client service, and vacation-planning skills