travel coordinator - us Travel AgencyPearl Talent

Work Arrangement : Fully remoteJob type : Full-time, Independent ContractorSalary Range: Competitive; based on experienceWork Schedule: 40 hours per week, Monday-Friday; Required availability: 9 AM - 5 PM CETLocations: Remote, open to candidates who can work CET hours.Holidays Observed : US Federal HolidaysAbout Pearl talent :Pearl works with the top 1% of candidates from around the world and connects them with the best startups in the US and EU. Our clients have raised over $5B in aggregate and are backed by companies like OpenAI, a16z, and Founders Fund. They're looking for the sharpest, hungriest candidates who they can consistently promote and work with over many years. Candidates we've hired have been flown out to the US and EU to work with their clients, and even promoted to roles that match folks onshore in the US.*Hear why we exist, what we believe in, and who we're building for:Why Work with Us?At Pearl, we're not just another recruiting firm-we connect you with exceptional opportunities to work alongside visionary US and EU founders. Our focus is on placing you in roles where you can grow, make an impact, and build a long-term career. We believe in creating environments where your potential is recognized, your voice matters, and your success is tied to meaningful work-not short-term perks. Joining Pearl means stepping into opportunities that challenge you, support you, and set you up for lasting success.About the Company : Our client is a Northern Virginia-based boutique travel planning company specializing in high-end accommodations and travel experiences. We work with a small number of high and ultra-high net worth clients to design, book, and coordinate their annual travel plans, from straightforward hotel bookings to more complex multi-leg itineraries. Our clients seek the best of the best, and our role is to curate and execute their dream vacations with the highest level of white glove service.Role OverviewWe are seeking an incredibly detail-oriented Travel Coordinator to join our fast growing travel agency and enable us to accept more trip planning inquiries, with a faster turnaround time from the proposal design to the proposal presentation.Key Responsibilities :
Taking itinerary proposals (in Axus, Travefy, Word/PDF, etc.) from our in-destination tour operator partners and migrating the content to the Tretter Travel itinerary proposal template in Canva
Auditing confirmed client itineraries and bookings prior to travel
Researching potential flight options on Google/ITA Matrix
Creating reusable one-pager material for proposals, such as hotel summaries and destination overviews
Drafting pre-arrival communications to hotels and clients
Requesting and confirming Concierge requests, such as dining reservations, spa appointments, etc. on behalf of clients
Sending booking confirmation emails for hotel-only booking projects
Preparing client folders with all confirmed travel documents, including booking confirmations and e-tickets
Maintaining client profile data, including uploading passport copies, recording client preferences, etc. in our Google Drive
Scheduling site visits with hotel sales managers for the client's self-organized scouting trips
Tools You'll Use:
Canva - Primary tool for itinerary formatting and visual assets
ClickUp (or similar) - For internal task management and status tracking
Google Workspace - Docs, Sheets, Gmail
WhatsApp / Email - Client or vendor communication (managed by Anna)
Internal folders and templates - For SOPs, style guides, and shared itinerary builds
RequirementsNon-Negotiables:
Fluent English and impeccable grammar (C2 level minimum)
Advanced Canva experience (must submit portfolio or sample work)
High attention to detail - this role must produce visually flawless, client-caliber work
Strong sense of aesthetics and formatting (luxury, minimalist taste preferred)
Quick turnaround: must consistently hit <48-hour delivery windows
High initiative and critical thinking - should spot formatting gaps or client inconsistencies without being told
Nice-to-Haves:
Experience working in luxury travel or event planning
Background in design, layout, or editorial production
Familiarity with itinerary tools, trip planners, or travel industry docs
Ability to scale hours as business demand increases
BenefitsRemote work : work from anywhere, fully remotePTO : U.S federal holidays , 15 days paid time off per yearMentorship: Work directly with a U.S - based client and leadership teamLearning & Development : Access to financial tools and coursesWellness: Flexible schedule, autonomy, and space for deep workOur Recruitment Process: * Application
Screening
Skills Assessment
Top-grading interview
Client Interview
Job Offer
Client Onboarding
Pearl Talent

Philippines
Contract
Full-time