Position Overview: We are seeking a highly motivated and detail-oriented Travel Support Specialist to assist in providing exceptional service to luxury clientele. Based in Ahmedabad, India, this role will support the day-to-day operations of our U.S.-based customer running a luxury travel agency by handling reservation bookings, preparing detailed travel itineraries, processing invoices, and performing basic accounting functions. The successful candidate must be fluent in English (both spoken and written), familiar with basic accounting, and skilled in using spreadsheets.
Key Responsibilities:
1. Reservation Management:
· Book flights, hotels, car rentals, and other travel arrangements based on client preferences and agency standards
· Coordinate with airlines, hotels, and other service providers to ensure flawless execution of bookings.
· Handle last-minute changes to bookings or travel plans efficiently.
· Secure Visas as necessary for client international travel.
2. Itinerary Preparation
· Create comprehensive, customized travel itineraries, detailing transportation, accommodations, dining options, and activities.
· Ensure itineraries align with the luxury expectations of clients and contain all necessary information for a seamless experience.
3. Invoice Preparation and Processing:
· Generate and issue invoices to clients & vendors in a timely manner.
· Track payments and outstanding balances, primarily from vendors (hotels, destination management companies, car rental agencies, etc.) and follow up as necessary.
4. Basic Accounting Functions: Perform basic accounting tasks such as reconciling transactions, managing expense reports, and maintaining financial records. Use spreadsheets to track budgets, expenditures, and revenues.
5. Administrative Support:
· Assist in coordinating client communications, ensuring that all interactions are timely, professional, and in line with the agency's standards.
- Assist clients in securing appropriate VISAs for international travel
- Provide off hours (7PM to 7AM New York/Miami time) client support
· Maintain and update client records and preferences in the agency's CRM system.
Requirements
• Fluent in English (spoken and written).
• Strong organizational skills with a keen eye for detail.
• Proficiency in using spreadsheets (Excel or Google Sheets) and accounting software.
• Familiarity with basic accounting principles.
• Excellent communication and interpersonal skills.
• Ability to work independently, manage time effectively, and prioritize tasks.
• Previous experience in travel coordination or luxury travel is a plus but not required.
Preferred Skills:
• Experience working in the travel, hospitality, or service industry.
• Familiarity with travel booking platforms and tools.
Work Hours:
• Flexible to accommodate U.S. time zones for meetings or urgent tasks as required.
