Travel Coordinator (For Pooling 2026)

Job Description

This is a remote position.

Easy Outsource is currently building our talent pipeline for upcoming January 2026 project ramps. Join us now to secure your spot in our pool of top candidates!

Job Summary :

We are seeking a detail-oriented and proactive Travel Operations Specialist to join our outsourced back-office team. In this role, you will be responsible for managing the end-to-end operational aspects of customer bookings, including vendor communications, booking confirmations, ticketing, and documentation. You will serve as a critical link between our suppliers, internal teams, and customers, ensuring every trip component is accurately confirmed, documented, and delivered on time.

The ideal candidate will have strong organizational and communication skills, a keen eye for detail, and the ability to follow structured processes while handling multiple bookings simultaneously. While the initial focus is on back-office operations, there is potential for future expansion into customer-facing support, live chat and email assistance, and accounting-related functions. This role is perfect for individuals who thrive in a fast-paced environment, enjoy problem-solving, and are committed to providing seamless travel experiences for customers.

Requirements

The initial scope of outsourced services will include :

• Vendor Communications & Booking Confirmations :

Proactively contacting our travel suppliers – such as rail operators, hotels, and tour companies – to confirm each component of a customer’s booking. This involves reaching out via phone, email, or supplier online portals to verify reservations and secure confirmation / reference numbers. The BPO team will “confirm services with vendors through messaging, websites, portals and / or phone calls”, mirroring the responsibilities of our internal Operations Coordinators and our current BPO team. If a particular service is not immediately confirmed (for example, if a hotel is on request), the team must follow up persistently and work with the supplier (potentially requesting rooms above allotment or alternate options) to resolve the issue. They will also handle any vendor-initiated changes – e.g. schedule changes or cancellations – by notifying our staff and, where possible, securing alternative arrangements.

Preparing and assembling electronic travel documents for customers once bookings are confirmed. This includes issuing tickets or vouchers for all booked components (train tickets, hotel vouchers, tour tickets, transfer confirmations, etc.) and attaching these documents to the respective bookings in our system. The BPO team will be responsible for the accurate and timely issuance of tickets (and processing any exchanges, refunds or reissues if changes occur) . They will then prepare, issue, and send travel documents to customers, ensuring each customer receives a complete packet (via email) containing all necessary vouchers and info before their trip. Attention to detail is critical : the team must double-check that names, dates, and services on tickets match the booking, and that any special instructions (e.g. mobility accommodations from a supplier) are clearly communicated. They will also handle any customer requests related to documents (e.g., resending documentation sets).

Maintaining updated records in our reservation systems (built on Salesforce) for all trip components. As confirmations come in from vendors or tickets are issued, the BPO staff will update each booking’s status and notes in the CRM. This involves changing service statuses from “unconfirmed” to “confirmed” and entering confirmation numbers or attaching PDFs for each service. They’ll log any pertinent details from vendor communications,” so that our customer-facing teams have full visibility. Additionally, the team will ensure that any incomplete bookings are followed up – for instance, if a particular voucher cannot be issued immediately, they will keep that task on a checklist until resolved. In essence, this function ensures nothing falls through the cracks : every booking should be fully confirmed and documented well before the travel date. It may also include coordination with our sales or guest relations departments : These tasks collectively cover what an internal Operations or Reservations Coordination team typically does for a travel company : confirming services, managing changes / cancellations, and delivering travel documents. The BPO partner will effectively become our “backend” operations unit, working closely with our internal teams for any escalations or approvals.

Future Expansion Possibilities :

While the initial engagement is focused on back-office operations, we want the RFP to allow for the potential of future expansion into customer-facing support functions and other non-core functions. Depending on performance and business needs, the scope may later broaden

to include :

English and problem-solving skills.

Benefits

Fully Remote Work : Work from anywhere in the Philippines with a flexible setup.

Work-Life Balance : Manage your schedule while meeting performance expectations.

Professional Growth Opportunities : Gain experience in travel operations with potential expansion into customer support and accounting functions.

Collaborative Team Environment : Work alongside experienced internal teams and global clients.

Career Pipeline : Be part of our talent pool for upcoming project ramps, including January 2026 initiatives.

Requirements

1. Technical / Systems Skills CRM & Reservation Systems : Experience using Salesforce or other booking / reservation platforms; ability to update records, attach documents, and track confirmations. Ticketing & Documentation Tools : Proficiency in issuing electronic tickets, vouchers, and travel documents; familiarity with travel portals and ticketing systems. Communication Platforms : Skilled in using email, phone, messaging systems, and vendor portals to coordinate bookings and updates. Microsoft Office / Google Workspace : Strong Excel, Word, and Gmail / Docs skills for preparing documentation, tracking bookings, and reporting. Accounting & Finance Tools (Future Scope) : Basic familiarity with accounts payable / receivable processes and software like QuickBooks, Xero, or ERP systems. 2. Operational / Domain-Specific Skills Travel & Hospitality Knowledge : Understanding of hotel, rail, tour, and transfer operations; knowledge of booking processes, cancellations, and vendor agreements. Vendor Management : Ability to liaise with suppliers, secure confirmations, handle changes, and resolve booking conflicts. Booking Administration : Attention to detail in maintaining accurate records, tracking unconfirmed bookings, and ensuring complete documentation. Problem-Solving & Escalation : Skill in identifying issues with bookings, ticketing, or vendor communications, and escalating appropriately. Process Adherence : Ability to follow established workflows for confirmations, ticket issuance, and updates in a structured, reliable manner. Quality Assurance : Ensuring data accuracy and completeness in every booking, document, and vendor interaction. 3. Communication & Customer Service Skills Written & Verbal Communication : Clear, professional, and polite communication with vendors and customers; strong English proficiency. Follow-up & Persistence : Ability to follow up persistently with vendors to secure confirmations and resolve issues. Customer-Facing Support (Future Scope) : Competence in handling email and live chat inquiries; following tone guidelines and triaging issues effectively. Collaboration & Coordination : Working seamlessly with internal teams (sales, guest relations, accounting) to ensure smooth operations. 4. Soft Skills Attention to Detail : Critical for accurate ticketing, document preparation, and record maintenance. Time Management & Multitasking : Ability to handle multiple bookings and vendor communications simultaneously. Problem Solving & Initiative : Proactively resolving booking issues, vendor delays, or documentation errors. Adaptability : Open to learning new tools, systems, and potentially expanding into customer service or accounting roles. Accountability & Reliability : Taking ownership of assigned bookings, ensuring nothing falls through the cracks.