Travel Design Coordinator

The Role Philosophy

The Travel Design Coordinator is the operational anchor and second-in-command on a high-performing travel design team. As the “quarterback” of the team, the coordinator ensures every itinerary moves smoothly through the planning pipeline—from initial inquiry to final travel documents. This role blends project management, mentorship, and direct client interaction with a deep understanding of destinations and travel logistics. The ideal candidate thrives in a fast-paced environment, loves organization, and excels at keeping people and plans on track.

You are a thoughtful, organized professional who takes pride in bringing clarity and consistency to dynamic travel operations. Environments where attention to detail, strong communication, and follow-through allow you to thrive while understanding that exceptional travel experiences are built through both creativity and disciplined execution. You approach your work with care, ownership, and the assurance of high-quality service.

Managing workflows, tracking progress across multiple trips, and ensuring that proposals, bookings, and deadlines are handled accurately and on time comes naturally. Refining itineraries, coordinating with partners, and stepping in to support the team are aspects of this role that are meaningful for a detail-oriented, team player like yourself. Strong values for well-designed processes help you to recognize that strong systems allow everyone to do their best work while maintaining a high standard of service.

As a detail-oriented and organized individual, your calm and collaborative presence offers others reliable support and thoughtful oversight. Mentoring and guiding team members is both rewarding and meaningful for you. With a service-oriented mindset and a passion for travel, you take satisfaction in knowing that every detail has been considered and every journey is delivered with care and professionalism.

• Manage the daily workflow of the travel team using platforms like Trello or CRM systems.
• Track all proposals, bookings, and deadlines to ensure timely delivery and high-quality service.
• Act as the primary organizer of team information, ensuring clear delegation of responsibilities across Director, Assistant, and other team members.
• Monitor and move trips through key stages: discovery, outline, proposal, revision, booking, and final documents.
• Maintain visibility on all active files and provide strategic oversight to ensure nothing is missed.

• Create and revise itinerary proposals, including detailed pricing and quoting of hotels, guides, and services.
• Review assistant-generated proposals for quality and completeness before sending them to the agents.
• Manage outstanding quotes and follow-ups with agents and suppliers.
• Support the Director with overflow work, itinerary adjustments, and service bookings.

• Communicate with travel advisors and service providers to gather information, confirm bookings, and clarify trip details.
• Answer agent inquiries and step in as a second point of contact when the Director is unavailable.
• Handle administrative communication, including final itinerary delivery, invoicing, and payment coordination.
• Mentor and guide the Travel Design Assistant(s), offering destination expertise and workflow support.
• Provide constructive feedback and training to support team growth and development.
• Act as the Director’s right hand, ensuring high-level work stays focused and on tasks.
• Create and send invoices, manage payments, track Accounts Receivable/Payable with Accounting.
• Input bookings into internal systems and maintain accurate records.
• Oversee reconciliation reports and ensure all elements of a trip are confirmed and finalized.

• 3+ years of experience in travel operations, travel design, hospitality, or similar project coordination roles.
• Strong knowledge of luxury travel destinations, particularly in UK/Ireland.
• Excellent organizational, administrative, and multitasking skills.
• Comfortable working independently and collaboratively in a remote or hybrid environment.
• Highly…