Luxury Travel Operations Assistant

About Penbrothers

Penbrothers is an HR & remote talent management partner and one of the fastest-growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own homes.

About the Client

Our client is a boutique luxury travel and concierge agency that delivers personalized, high-touch experiences for elite travelers worldwide. They specialize in crafting bespoke itineraries, managing complex logistics, and coordinating premium services with hotels, DMCs, and private aviation partners. Their operating model is rooted in discretion, consistency, and 24/7 support, ensuring stress-free travel and seamless concierge execution. Every engagement is handled end-to-end, from planning and documentation to confirmations and on-the-ground coordination. Clients trust them because they remove friction, anticipate needs, and deliver polished experiences with reliability and care.

About the Role

As a Luxury Travel Operations Assistant, you will bring structure and order to high-touch travel arrangements and concierge requests, ensuring every client experience is precise, well-organized, and effortless. You will serve as the operational backbone of the travel team — the person who transforms plans into confirmed bookings, beautifully assembled itineraries, and end-to-end execution that meets premium expectations. You will work remotely in a supportive and high-performing environment surrounded by A-players.

What you'll do

• Trip & Itinerary Production

• Build clear, accurate day-by-day itineraries and trip packs (flights, hotels, transfers, activities).

• Prepare client-ready documents (tickets, confirmations, vouchers; light layout in Canva or similar).

• Track deadlines (holds, payment dates, cancellation windows) and keep internal notes up to date.

• Concierge & Vendor Coordination

• Fulfill concierge requests (restaurant bookings, gifts, flowers, special occasions).

• Liaise with hotels, DMCs, transport and meet-and-greet partners; confirm details and perks.

• Proactively follow up, capture proofs/confirmations, and close loops with the internal team.

• Quality Control & Admin

• Check fare rules, T&Cs, names/dates, and document accuracy before hand-off.

• Follow SOPs and checklists and escalate exceptions (payments, policy conflicts, urgent changes) promptly.

What You Bring

• At least 2–3 years of experience in customer service, travel operations, hospitality, or vendor coordination.
• Bachelor's degree in Hospitality Management, Tourism, Business Administration, Communications, or any related field.
• Experience in customer service, admin, or vendor coordination.
• Background in travel operations, hospitality, or concierge is a plus.
• Exceptionally organized with strong attention to detail; loves clean documentation and checklists.
• Clear written and verbal communication; timely updates to teammates.
• Calm under time pressure; able to prioritize and meet deadlines.
• Tech-comfortable (docs/spreadsheets; itinerary tools; CRM basics).

Hiring Process

We utilize AI tools to enhance our hiring efficiency and ensure a fair evaluation of all candidates. As a result, candidates who passed our initial evaluations should expect an AI Interviewer as a component of our recruitment process. This is supervised by Human Talent Acquisition Experts who will also engage with you throughout your application journey.

What You'll Get

At Penbrothers, we are obsessed with creating positive employee experiences. Here you'll find an environment that nurtures learning and provides opportunities for growth. You'll have the opportunity to make an impact on fast-growing startups and dynamic companies.

·   Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience.

·   Employee as our biggest asset: We are genuinely invested in our people's career and welfare.

·   Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home.

·   Powering global startups: We've created 1,400 Filipino jobs that empower global start-ups to focus on growth.