Travel Coordinator

Travel Coordinator (Full-Time Remote, Cebu-Based)

1. Role Summary

1.1. The Travel Coordinator is responsible for coordinating and managing all domestic and international travel arrangements for the CEO, including flights, accommodations, ground transportation, and itinerary management.

1.2. This full-time role is based in Cebu, Philippines, and operates within a remote-first, multinational organization – requiring effective coordination across multiple time zones and excellent communication in a globally distributed team.

1.3. The position demands exceptional organizational skills, attention to detail, and flexibility. The Travel Coordinator will ensure seamless travel experiences for the CEO and may occasionally travel to Japan to provide on-site support during the CEO's business trips.

1. Essential Duties and Responsibilities

2.1. Comprehensive Travel Planning: Plan and coordinate all aspects of the CEO's travel, including booking flights, hotels, and ground transportation, while creating detailed, day-by-day itineraries for each trip.

2.2. Travel Documentation: Prepare and organize all necessary travel documents such as tickets, itineraries, visas, and travel approvals, ensuring the CEO has everything needed for each trip.

2.3. Expense Management: Track and manage travel budgets and expenses; reconcile trip expenses and prepare expense reports in a timely manner for finance review.

2.4. Itinerary Monitoring and Issue Resolution: Monitor travel schedules and flight status, proactively handling any changes, delays, or cancellations by arranging alternative plans to minimize

2.5. Policy Compliance: Ensure all travel arrangements comply with the company's travel policies and budget guidelines. Maintain records of travel activities and support audit requirements as needed.

2.6. Stakeholder Communication: Liaise with airlines, hotels, travel agencies, and internal team members to confirm bookings, negotiate rates when possible, and communicate itinerary updates or changes. Provide prompt updates to the CEO and relevant staff about any adjustments.

2.7. On-Site Support: Accompany the CEO on occasional international trips (especially to Japan) to provide on-ground logistical support during meetings and events, ensuring the CEO's travel experience is smooth and well-coordinated.

1. Requirements and Qualifications

3.1. Location: Must be currently based in Cebu, Philippines, or willing to relocate to Cebu for this position (remote work with in-person support as needed).

3.2. Education & Experience: Bachelor's degree in Business, Hospitality, Travel Management or a related field is preferred. Proven experience (approximately 3+ years) as a travel coordinator, executive assistant, or similar role managing complex international travel itineraries for executives is required.

3.3. Travel Coordination Skills: Demonstrated ability to efficiently arrange international and domestic travel, including expertise in booking flights, accommodations, and transportation, as well as itinerary planning and scheduling.

3.4. Organizational Skills: Excellent organizational and time-management abilities with keen attention to detail. Able to multitask and handle last-minute changes or emergencies calmly and effectively.

3.5. Communication: Strong verbal and written communication skills in English, with the ability to interact professionally with senior executives, vendors, and international contacts. Must be customer-service oriented and adept at conveying information clearly.

3.6. Technical Proficiency: Proficiency in using travel booking software/tools and expense reporting systems. Familiarity with online booking platforms, itinerary management apps, and Microsoft Office (Excel, Word, Outlook) is expected.

3.7. Flexibility: Willingness to work flexible hours and adjust to schedules across multiple time zones as needed. The role may occasionally require availability outside of normal business hours to accommodate the CEO's travel needs in a global context.

3.8. Language & Cultural Skills: Japanese language proficiency (conversational or fluent) is preferred, but not required. Prior travel experience in Japan or familiarity with Japanese culture and business etiquette is an advantage, as it will aid in coordinating trips and communicating with local contacts.

3.9. Travel Readiness: Ability to travel internationally on occasion. Must be willing and able to accompany the CEO on business trips to Japan (and potentially other countries) as required. A valid passport is required; possession of (or ability to obtain) a valid Japan visa is a strong plus.

3.10. Professionalism: High level of professionalism, discretion, and reliability. Must handle confidential information with integrity and exercise sound judgment. The candidate should represent the Office of the CEO with courtesy and efficiency at all times.

1. Equal Opportunity Statement

4.1. We are an equal opportunity employer committed to a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other legally protected characteristics.

4.2. Candidates of all backgrounds are encouraged to apply. We strive to create an inclusive environment where everyone on our remote-first, multicultural team feels valued and empowered to contribute.

Job Types: Full-time, Permanent

Pay: Php22, Php25,000.00 per month

Benefits:

• Opportunities for promotion
• Paid training
• Work from home

Work Location: Remote