Travel Operations & Concierge Executive – Italy

Travel Operations & Concierge Executive – Italy
Posted: 18.05.2026

Essenza Escapes is a luxury travel provider specialising in villa rentals and bespoke itineraries in Italy. We are looking for a Travel Operations & Concierge Executive to work alongside our Travel Planners, taking ownership of the booking, documentation and live‑trip support that turns a planned itinerary into a flawless guest experience.

This is a hybrid operations and concierge role. In the lead‑up to each trip, you will be confirming services, liaising with property owners and activity suppliers, and producing client‑facing travel documents. Once guests are on the ground, you become their point of contact via our in‑app messaging — handling last‑minute changes, requests, adjustments and any issues that arise during the stay, with calm and care.

It is not a heavily client‑facing role at the booking stage — the Travel Planner owns the client relationship — but during travel you become the friendly, capable voice making sure everything runs smoothly.

Key Responsibilities
Pre‑trip

Book and reconfirm villas, transfers, experiences and other services on behalf of the Travel Planners.

Liaise with property owners and activity suppliers to lock in details, timings and special requests.

Produce accurate, polished client travel documents (itineraries, vouchers, welcome packs).

Maintain meticulous records in our CRM system so every detail is captured and accessible to the team.

Flag risks, gaps or supplier issues to the Travel Planner ahead of arrival.

During travel

Act as the client’s day‑to‑day point of contact via our app, responding promptly and warmly to messages.

Handle last‑minute changes, restaurant bookings, additional experiences and on‑the‑ground requests.

Resolve issues swiftly — a broken appliance, a weather change, a missed transfer — coordinating directly with owners and suppliers.

Keep the Travel Planner informed of anything material, and escape where needed.

Low season

In quieter months, support the wider team with tasks such as property inspections, supplier documentation reviews, sourcing new activity providers, refining SOPs and contributing to improvement projects.

Deepen destination knowledge, visit properties first‑hand and shape how we deliver.

Skills & Experience Required

A service‑first mindset:  you take genuine pride in looking after people and solving their problems.

Exceptional organisation and attention to detail:  you keep dozens of moving parts straight without dropping anything.

Calm under pressure:  when a client messages at 10 pm about an issue, you respond promptly and reassuringly.

Excellent written English:  warm, professional and concise — this is how guests will mostly experience you.

Conversational Italian:  you can comfortably handle phone calls and emails with Italian‑speaking owners and suppliers.

Confident with technology:  CRM systems, Microsoft Office, messaging apps and digital tools.

Experience with Zoho is a plus but not essential.

Strong problem‑solving instincts:  you think on your feet and find practical solutions quickly.

Flexibility around US client hours:  evening and weekend availability is part of the role during the travel season.

Self‑motivated and disciplined:  this is a remote role and requires real autonomy.

A collaborative, no‑ego approach:  you will work closely with a small, dynamic team.

Backgrounds That Tend to Map Well to This Role

Hotel concierge, guest relations or front office in luxury hotels and resorts.

Reservations, guest experience or villa management in short‑term luxury rentals.

Customer service or VIP support in premium consumer or lifestyle businesses.

Event coordination or production (live logistics, last‑minute problem solving).

Executive Assistant or personal assistant roles supporting high‑net‑worth individuals.

Luxury retail with clienteling responsibilities.

What We Offer

A competitive package based on the candidate’s profile, plus a performance‑based bonus.

Fully remote working, with travel within Italy throughout the year.

Bi‑annual company workshops in Italy or the UK.

Opportunities to stay in our luxury properties and experience our product first‑hand.

A warm, ambitious and supportive team within a fast‑growing company.

Genuine long‑term career progression.

A Note on Salary
Salary will be determined on a case‑by‑case basis, depending on the candidate’s experience, skills, market knowledge and overall profile. Any salary figures shown on Linked In or other job portals are auto‑generated estimates and do not reflect the actual package on offer.

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