[Hiring] Trip Operations Coordinator @VPteam

Role Description

We're looking for a Trip Operations Coordinator to run group-trip departures from "booked" to "back home." These are fixed-date, hosted group experiences - which means every departure is a small production with a hard deadline.

You will own the pipeline between the booking system and the on-ground reality:

• Manifests
• Rooming lists
• Room-share tracking
• Flight-data collection
• Supplier reconfirmations
• Mission control during trip week

You'll typically run 3–4 departures concurrently, each at a different stage of its lifecycle. This is a highly operational, ownership-driven role. You won't just track a checklist - you'll personally chase down missing information, hold suppliers to written confirmations, and be the calm, decisive voice when something goes wrong mid-trip.

You will report to the Director of Experiences .

Key Responsibilities

• The Departure Pipeline:
  • Own every departure's operational file from booking open to post-trip close-out - roughly 15–20 departures per year at full speed.
  • Keep the manifest as the single source of truth: travelers, rooms, flights, documents, special requests.
• Runbook Execution (the T-Minus Timeline):
  • T-21: flight-data lock - chase outstanding flight details with Support, issue transfer deadlines.
  • T-14: freeze the rooming list and deliver it to the hotel; close out room-share and special-request items per policy.
  • T-7: reconfirmation sweep - every supplier confirms in writing; assemble the host briefing pack (VIPs, dietary, birthdays, first-timers).
  • Coordinate the T-1 advance-party walkthrough with the Trip Lead and local partner.
• Trip-Week Mission Control:
  • Be the HQ hub during live departures: arrivals tracking, flight changes, incident log, escalation to the Ops Lead and duty phone.
  • Coordinate hotel duty contacts and the local partner rep in real time; keep the host focused on guests, not logistics.
• Member Coordination:
  • Work with Member Support on documents, waitlists, special room configurations, and pre-trip questions.
  • Track room-share code completion and execute the policy timeline accurately and kindly.
• Post-Trip Close-Out:
  • Run the T+3 debrief: host report, incident review, supplier scorecard updates.
  • Deliver NPS and issue data back to Curation and Supply.

Success In This Role Looks Like

• Zero missed transfers; manifest accuracy at 100% at each freeze point.
• Every runbook milestone (T-21, T-14, T-7) hit on time on every departure.
• Suppliers reconfirmed in writing before every trip week; incident log complete and actioned.
• Hosts, hotel and local partners describe HQ coordination as the calmest part of their week.

Hiring Process

• Intro call with the recruiter
• Interview with the hiring manager
• Interview with the CEO
• Interview with the CPO

Benefits

• Remote-first team; B2B contract structure is the standard hiring format for the company (to be confirmed for this specific role).
• Fully remote - team overlap with Dubai/EU hours matters more than country of residence.
• 10 days paid vacation, plus 2 fixed extra days off.
• Sick leaves with reasonable use.
• Highly competitive compensation.
• Flat structure, no micromanagement, and direct impact on the product's success.
• Access to top industry events and conferences.

Why Join Us?

• Own a brand-new operational function inside the group-trip product - build the playbook, not just run someone else's.
• Work directly with the Director of Experiences and founding leadership shaping a premium travel-membership experience for a global, high-net-worth audience.
• 3+ years in group travel operations - at a DMC, tour operator, travel club, or MICE agency - where you personally built rooming lists and manifests against hard deadlines.
• Flawless operational hygiene: spreadsheets, checklists, booking systems, written supplier confirmations - nothing lives in your head.
• Calm, structured communication under pressure; you de-escalate and document at the same time.
• Comfort with a trip-week rhythm that includes evenings/weekends on-call windows during live departures.
• Fluent English.