[Hiring] Reservations Coordinator @Ultimate Jet Vacations

Role Description

The Reservations Coordinator supports both our Destination Specialists (Sales) and Concierge teams by ensuring bookings are accurate, complete, and aligned from confirmation through travel. This role plays a critical part in maintaining the quality and precision of our itineraries, with a strong focus on execution, follow-through, and detail.

Core Responsibilities

• Booking Execution & Accuracy
  • Execute hotel bookings across partner platforms and direct channels with a high level of precision.
  • Upload and organize all reservation documents (tickets, vouchers, confirmations) within the itinerary.
  • Ensure all booking details align with the confirmed client experience.
• Proforma & Payment Verification
  • Audit hotel proforma invoices to confirm pricing, taxes, and inclusions match agreed terms.
  • Partner with Concierge and (Res Ops) Accounting to identify and resolve payment discrepancies.
  • Ensure financial accuracy before and after booking confirmation.
• Post-Sale Support
  • Handle itinerary changes and booking updates after the point of sale.
  • Coordinate adjustments across vendors while keeping internal teams aligned.
  • Maintain accuracy and consistency as itineraries evolve.
• Vendor Coordination & Quality Control
  • Follow up with vendors to secure confirmations in a timely manner.
  • Review vendor communications to ensure all services match the itinerary.
  • Flag and resolve discrepancies, including availability changes, alongside Sales and Concierge.
• Promotions & Value Optimization
  • Identify and apply post-booking promotions, offers, or added amenities from hotel partners.
  • Ensure clients receive maximum value while protecting margin.

Qualifications

• 2+ years of experience in the travel or hospitality industry (luxury travel or European destinations is a plus).
• Strong attention to detail; able to catch inconsistencies across bookings, invoices, and communications.
• Highly organized with the ability to prioritize effectively across multiple active bookings.
• Comfortable operating in a fast-paced, high-volume environment without sacrificing accuracy.
• Strong written and verbal English communication skills (near-native or native proficiency).
• High level of ownership and problem-solving ability — able to navigate ambiguity and find solutions independently.

What Success Looks Like

• Bookings are accurate, complete, and require minimal rework.
• Financials (proformas, payments, inclusions) are consistently aligned and verified.
• Vendors are responsive, and confirmations are secured without delays.
• Itineraries remain clean, organized, and fully documented.
• Issues are identified early and resolved without escalation.