Client Services Coordinator

Job Brief  

We are seeking a proactive and detail-oriented Travel Virtual Assistant to support a boutique luxury travel company in providing seamless client experiences and efficient internal operations. This role will work closely with the Founder & Lead Travel Advisor, Client Operations Manager, and Senior Luxury Travel Advisor. You will manage systems, liaise with suppliers, and support the team in both administrative and light concierge functions. 

Responsibilities 

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  Use AXUS to manage travel itineraries, ensuring all client bookings and updates are recorded accurately. 

  
  

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  Collaborate in Asana to manage project timelines and ensure internal workflows are tracked and completed. 

  
  

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  Support ticketing and reservations using Sabre, maintaining attention to detail across all travel components. 

  
  

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  Coordinate with hotels and service providers to handle: 

  
  

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  Pre-arrival communications 

  
  

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  Dining reservations 

  
  

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  Ground transfer quotes and bookings 

  
  

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  Special client requests and preferences 

  
  

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  Communicate with suppliers and clients professionally via email and internal systems. 

  
  

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  Assist in general administration and team support, acting as the primary assistant to senior staff. 

  
  

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  Monitor follow-ups, prepare documentation, and help manage client communications during the booking and post-booking phases. 

  
  

Requirements 

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  Proven experience in a travel operations or virtual assistant role, preferably in a luxury or boutique travel environment. 

  
  

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  Strong working knowledge of AXUS, Asana, and Sabre – these are essential. 

  
  

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  Excellent written and verbal English communication skills. 

  
  

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  Strong attention to detail, ability to multitask, and prioritise tasks in a fast-paced environment. 

  
  

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  Proactive, solutions-focused mindset with a strong customer service orientation. 

  
  

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  Full-time availability during Australian business hours. 

  
  

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  Based in the Philippines with a reliable internet connection. 

  
  

Desirable 

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  Familiarity with Tramada is a plus. 

  
  

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  Previous experience working with high-end travel clients or concierge services. 

  
  

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  Understanding of luxury travel dynamics and client expectations. 

  
  

Software Proficiency 

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  Travel Platforms: AXUS, Sabre, Tramada (bonus) 

  
  

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  Project Management: Asana 

  
  

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  Communication & Office Tools: Outlook, Google Workspace, Excel 

  
  

Personal Attributes 

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  Client-Focused: Anticipates client needs and provides thoughtful, personalised support. 

  
  

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  Organised: Able to juggle multiple bookings, timelines, and task dependencies. 

  
  

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  Communicative: Keeps the team informed and maintains professional relationships with vendors. 

  
  

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  Reliable: Meets deadlines and ensures a smooth flow of operations without needing micro-management. 

  
  

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  Discreet: Maintains strict confidentiality when handling client and travel information. 

  
  

Time Zone: Australian Business Hours 

Applicant Location: Must be Filipinos living in the Philippines 

About Outdesk  

At Outdesk, our mission is to bridge the gap between exceptional talent in the Philippines and the dynamic business needs of our clients in Australia. We are committed to delivering bespoke recruitment and comprehensive employment solutions that foster long-term success for both our clients and staff. 

Employee Benefits  

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  Paid Leave  

  
  

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  13th Month Pay  

  
  

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  SSS  

  
  

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  Philhealth  

  
  

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  Pag-Ibig   

  
  

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  BIR  

  
  

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  HMO