Administrative & Travel Operations Coordinator

Role objective

Travel and concierge operations

• Receive daily tasks and priorities from the manager and report completed, pending, and follow-up items at day’s end.
• Maintain the operational calendar and coordinate confirmed client services with the Concierge Manager.
• Control each transaction from request and service confirmation through supplier, cost and selling prices, invoicing, client payment, supplier payment, and final delivery.
• Prepare client invoices, vouchers, and travel or concierge documentation; maintain payment and payable records for accounting.
• Maintain the CRM, client database, and supplier database, including relevant contacts, requests, history, services, rates, and commercial terms.

Scheduling and service delivery

• Schedule the company car and driver, including bookings, timing, routes, availability, and assignments; coordinate external transport suppliers when needed.
• Check availability before confirming services to prevent double bookings, scheduling conflicts, and operational errors.
• Maintain the manager’s agenda for client and supplier meetings, networking appointments, business events, restaurant bookings, and other work commitments.
• Maintain communication with the manager and team so sold services are documented, paid, scheduled, organized, and delivered.

Materials and future support

• Assist with proposals, rate sheets, presentations, brochures, and client-facing materials using Canva, ChatGPT, or similar tools.
• At a later stage, support holiday packages, booking systems, availability checks, and client proposals.
• Develop product knowledge of hotels, yachts, restaurants, transfers, experiences, and other company services.

Additional administrative support

• Provide administrative support to the Real Estate team when required, particularly during the Real Estate Administrator’s absence.
• Handle general real estate administrative tasks assigned by management.

Required experience

• At least 2 years of experience in the travel and tourism, hospitality, or concierge industry.
• At least 2 years of administrative or operations experience.

Work location

• Work location is in person.
• The posting says reliable commuting or relocation to Dubai is preferred.