Travel Representative / Lodging Operations Coordinator

Job Title: Travel Representative / Lodging Operations Coordinator
Location: Remote
Reports To: Operations / Travel Management Team
Work Shift: Initially standard US business hours, with expectation to eventually transition to hybrid afternoon/evening US hours and potentially weekend coverage
Working Hours: Full-Time

Job Description

We are seeking a highly organized Travel Representative / Lodging Operations Coordinator to support the day-to-day administration and coordination of corporate lodging requests.

The role will support the lodging process from initial customer requests through hotel research, reservations, billing coordination, reservation changes, and ongoing data tracking. Lodging Source specializes in group, project, and extended-stay accommodations, which can involve multiple travelers, changing schedules, and ongoing coordination between customers and hotel partners.

The ideal candidate is highly detail-oriented, responsive, and comfortable managing multiple requests simultaneously. They should communicate professionally with customers, hotels, and internal team members while maintaining accurate records and ensuring requests are followed through to completion.

This role will initially operate during standard US business hours. As business needs evolve, the hire must have the flexibility to transition to different schedules, including US afternoon/evening hours and potentially a weekend shift.

Key Responsibilities

Travel & Lodging Coordination

• Support incoming corporate lodging and accommodation requests

• Gather and organize travel requirements including location, dates, number of travelers, budget, and accommodation preferences

• Research hotel and lodging options based on established requirements

• Assist with presenting suitable lodging options to customers

• Coordinate hotel bookings and reservation confirmations

• Support group, project, and extended-stay lodging arrangements

• Monitor active reservations and ensure booking details remain accurate

• Assist with reservation extensions, modifications, cancellations, and other changes

Hotel & Partner Coordination

• Communicate with hotels regarding availability, reservations, rates, billing requirements, and booking details

• Follow up with hotel partners to obtain required information and documentation

• Confirm reservation and accommodation details before guest arrival

• Assist with resolving discrepancies or issues involving reservations

• Maintain professional and responsive communication with hotel partners

Customer Support

• Respond to customer questions and lodging-related requests through email, phone, and other communication channels

• Provide timely updates regarding hotel options, reservations, changes, and outstanding requests

• Assist customers when travel plans or accommodation requirements change

• Escalate complex customer or reservation issues to the appropriate team member

• Maintain a high standard of responsiveness and service throughout the lodging process

Reservation & Billing Administration

• Enter and maintain accurate reservation information within internal systems

• Assist with setting up and tracking hotel billing arrangements

• Maintain documentation related to reservations, customer requirements, and hotel confirmations

• Help collect and organize hotel folios, invoices, and other supporting documentation

• Verify reservation and billing information for accuracy

• Follow established processes for resolving documentation or billing discrepancies

Data Tracking & Administrative Support

• Maintain accurate customer, hotel, and reservation records

• Update internal systems and trackers as reservations progress

• Organize correspondence, confirmations, documentation, and lodging information

• Support reporting and data-tracking requirements

• Complete general administrative tasks related to travel and lodging operations

• Ensure outstanding requests and follow-ups are completed on time

Operational Support

• Manage multiple active requests and priorities simultaneously

• Follow established workflows while proactively identifying missing information or potential issues

• Coordinate with internal team members to ensure smooth handoffs and request coverage

• Help maintain accurate procedures and operational documentation

• Support changing workloads and priorities as travel requirements evolve

What Success Looks Like

• Lodging requests are processed accurately and followed through without important details being missed

• Customers and hotel partners receive timely, professional communication

• Reservations, changes, billing information, and supporting documentation are accurately recorded

• Multiple active requests can be managed simultaneously without sacrificing responsiveness or attention to detail

• Potential booking or operational issues are identified and escalated before they become larger problems

• The hire becomes increasingly independent in managing routine lodging workflows

• Reliable coverage is maintained as the role transitions into different US shifts or weekend coverage based on business needs

Qualifications

Required

• 2+ years of experience in travel coordination, hospitality, reservations, customer service, administrative operations, or a similar role

• Experience coordinating customer requests, reservations, bookings, or other detail-heavy operational workflows

• Strong administrative and organizational skills

• Excellent attention to detail and data accuracy

• Excellent written and verbal English communication skills

• Comfortable communicating professionally with customers and external partners through email and phone

• Strong ability to manage multiple simultaneous requests, deadlines, and follow-ups

• Strong problem-solving skills and ability to respond effectively when plans or requirements change

• Experience maintaining accurate records, trackers, and documentation

• Experience coordinating hotel reservations, group travel, or extended stays

• Experience communicating directly with hotels or accommodation providers

• Familiarity with hotel billing, folios, invoices, or reservation reconciliation

• Proficiency with Google Workspace, Microsoft Office, or similar productivity tools

• Comfortable learning new booking, CRM, or internal operational systems

• Ability to work independently and follow requests through to completion

• Ability to work standard US business hours initially

• Flexibility to transition to US afternoon/evening hours and potentially weekend shifts as business needs evolve

Preferred

• Experience working for a corporate travel, hotel, lodging, hospitality, or travel management company

• Experience using travel booking, reservation management, CRM, or hospitality systems