Experienced Group Travel Operations Coordinator – Remote, Part-Time

**Job Title: Experienced Group Travel Operations Coordinator – Remote, Part-Time** **About Ladies Touch Travel** Ladies Touch Travel creates upscale, community-centered group travel experiences primarily for LGBTQ+ women. We coordinate domestic and international group trips, cruises, cultural experiences and special events. We are seeking an experienced **Group Travel Operations Coordinator** who can help manage the operational details behind multiple trips. This is not an entry-level position, a travel-sales role or a general itinerary-research assignment. The right person will already understand group travel operations and be able to identify missing information, contract discrepancies and approaching deadlines without requiring extensive training. **Primary Responsibilities** * Review hotel, DMC, cruise and activity contracts and compare them with approved proposals, itineraries and advertised package inclusions * Confirm that contracted room types, meal plans, activities, transfers, complimentary spaces, commissions and other concessions are accurately documented * Maintain supplier payment schedules, cancellation deadlines, attrition dates and final-count deadlines * Create and update traveler manifests, rooming lists, arrival and departure reports, dietary lists and supplier-ready documents * Reconcile traveler bookings against supplier reservations and contracted inventory * Track room assignments, roommate pairings, add-ons, extensions and special requests * Verify traveler names and details for accuracy before information is submitted to suppliers * Coordinate with hotels, DMCs, tour operators, cruise lines and activity providers to obtain missing information and resolve discrepancies * Track passport details, flight information, dietary requirements and other required traveler information * Maintain organized trip folders, status reports and task boards * Provide regular updates identifying completed work, outstanding information, upcoming deadlines and potential risks * Support multiple domestic and international trips at different stages of planning **Required Experience** * At least three years of professional experience in group travel, tour operations, destination management, luxury travel, retreats, destination weddings or a related field * Demonstrated experience managing group rooming lists, traveler manifests, supplier contracts and payment deadlines * Experience coordinating trips involving hotels, transportation, tours, activities and multiple suppliers * Strong spreadsheet and document-management skills * Excellent written English and professional supplier communication * Exceptional attention to detail and the ability to identify inconsistencies * Ability to work independently, prioritize deadlines and follow established processes * Comfortable handling confidential traveler and business information * Proficiency with Google Workspace and project-management platforms such as Asana **Preferred Qualifications** * Experience supporting a tour operator or established group-travel company * Experience with international leisure groups of 15–50 travelers * Familiarity with cruises, hotel group contracts, complimentary tour-leader policies, attrition terms and commissions * Experience preparing final supplier documents and departure-ready trip files * Experience working with LGBTQ+ travelers or diverse communities * Familiarity with WeTravel or similar group booking and payment platforms **Working Arrangement** * Remote independent-contractor position * Approximately 10–15 hours per week to begin * Availability for consistent weekly communication and scheduled check-ins * Some overlap with U.S. Eastern Time business hours is required * Initial 60-day paid trial, with the possibility of an ongoing relationship * Work volume may increase as our annual trip schedule grows **Who Will Be Successful in This Role** You are organized, proactive and comfortable taking ownership of operational details. You do not wait until the last minute to flag a missing transfer, incorrect room category or approaching payment deadline. You understand that successful group travel depends on accuracy, documentation and consistent follow-through. You should be able to receive a contract, itinerary and traveler list; determine what needs to be tracked; and produce clear, supplier-ready documentation. **Application Instructions** Please include the following in your proposal: 1. Describe your professional experience coordinating group travel or tour operations. 2. What types of trips and average group sizes have you managed? 3. Describe your experience reviewing supplier contracts and tracking payment, cancellation and attrition deadlines. 4. Which traveler-management documents have you created—such as manifests, rooming lists, flight reports or dietary lists? 5. Which travel, booking, CRM, spreadsheet and project-management systems have you used? 6. What is your general availability, time zone and preferred weekly schedule? 7. Provide one example of an operational mistake or discrepancy you identified before it affected a trip. 8. Begin your proposal with the phrase **“Group Operations”** so we know you reviewed the complete posting. Shortlisted applicants will be invited to complete a brief **paid practical assessment** involving a sample supplier agreement, itinerary and traveler list. The assessment will test attention to detail, deadline tracking and the ability to create accurate group-travel documentation. Please do not apply if your experience is limited to personal travel planning, online destination research, social-media travel sales or general virtual-assistant work without professional group-travel operations experience.