Travel manager

Travel Coordinator for Family Office

Location: Remote - EU Timezone

Flight Management:

• Develop a system for family preferences regarding flights, including seating, airlines, and aircraft types.

• Create and maintain a database of guests and their preferred travel classes.

• Manage loyalty programs (e.g., Air France Bonus).

• -Track the duration of the family's stays in various countries.

• Create accounts with all airlines to accumulate bonus points and utilize them for class upgrades, baggage purchases, etc.

• =Check flight restrictions (visas, necessary documentation).

• Search for tickets for the family, guests, and staffOptimize ticket prices.

• Optimize flight times.

• Monitor flight delays via Flight Radar.

• Search for VIP services (arrival and departure).

• Ensure the VIP service agent is present at the meeting point.

Transfers and Accommodations:

• Order transfers (car, taxi, motorcycle taxi).

• Verify transfer arrangements both in advance and on-site.

• Develop a preference system for hotels worldwide.

• Search for hotels for the family, guests, and staff.

• Arrange travel and accommodation for friends invited on business.

Travel Arrangements:

• Identify the best flight options.

• Control and check entry/exit conditions (COVID, visas, immigration, QR code insurance, necessary online declarations).

• Handle visa and permit procedures.

• Communicate with greeters, transfer agents, and VIP terminals.

• Make transfer reservations.

  VIP Terminals:

• Verify documents before flights.

• Negotiate cooperation with hotels for advantageous prices.

• Guarantee payment for extras in hotels (develop an automatic system).

• Organize flights with private jets.

• Entertainment and Events:

• Find entertainment events at the family's travel locations.

• Arrange for guides

  Documentation and Emergencies:

• Prepare visa documents.

• Make appointments at embassies.

• Assist in case of lost baggage by searching and contacting airlines.

• Ensure dogs' documents are ready and all authorizations are received.

• Check that vaccinations for the selected individuals are done as needed.

• Search for yachts and other luxury transportation option

  Requirements:

• Minimum of 3 years of experience in travel planning, concierge services, or similar roles.

• Fluent English and Russian (oral and written). Knowledge of French is a big advantage

• Adaptability to work in highly paced environment and adapt to frequently changing circumstances

• Good understanding of luxury segment of travel arrangement

• Familiarity with database management and CRM systems.

• Advanced knowledge of travel booking platforms, loyalty program platforms, and airline systems.

• Familiarity with tools like Flight Radar, GDS (Global Distribution Systems), and hotel booking platforms is a big advantage