Travel Virtual Assistant (Quotes, Proposals & Client Support)

 Travel Virtual Assistant (Quotes, Proposals &
Client Support)

Position Summary

We are looking for a highly organized, detail-oriented, and
customer-focused Travel Virtual Assistant to assist with preparing travel
quotations, proposals, itinerary documentation, supplier communications, and
client email management.

The ideal candidate will become an extension of the business
by providing professional, friendly, and timely communication with clients
while ensuring travel documents are accurate and delivered promptly.

Initially, the role will focus on administrative support,
proposal preparation, and client communications. As the business grows,
responsibilities may expand into email marketing, social media management, and
basic content creation.

Primary Responsibilities

Travel Quotes & Proposal Preparation (Primary
Responsibility)

• Prepare
  customized travel proposals using existing company templates
  
• Research
  pricing through supplier websites
  
• Contact
  travel suppliers when additional information or pricing is required
  
• Gather
  pricing, images, hotel descriptions, and package details
  
• Copy
  and organize information into proposal templates
  
• Update
  proposal images when necessary
  
• Ensure
  all proposals are accurate and professionally presented
  
• Prepare
  travel itinerary documents before client departures
  
• Attach
  final travel documents within the CRM
  

Supplier Coordination

• Communicate
  with travel suppliers regarding:
  
• Pricing
  
• Availability
  
• Travel
  updates
  
• Booking
  information
  
• Follow
  up on supplier requests
  
• Relay
  supplier information back to clients when required
  

Client Email Management

Assist with daily inbox management by:

• Monitoring
  incoming client emails
  
• Responding
  to routine inquiries
  
• Acknowledging
  receipt of emails promptly
  
• Contacting
  suppliers to gather answers before responding to clients
  
• Escalating
  complex matters to Kariann
  
• Providing
  excellent customer service throughout the client journey
  

The ideal communication style should always be:

• Professional
  
• Friendly
  
• Helpful
  
• Reassuring
  
• Solution-oriented
  

CRM Administration

Maintain Vacation CRM by:

• Updating
  client records
  
• Uploading
  proposals
  
• Uploading
  travel documents
  
• Managing
  itineraries
  
• Keeping
  client information organized and up to date
  

Backup Administrative Support

Serve as a secondary support resource whenever Kariann is
traveling or when the primary assistant is unavailable by:

• Monitoring
  emails
  
• Assisting
  with client communication
  
• Responding
  to urgent requests
  
• Helping
  ensure continuity of client service
  

Client Qualification Calls (Occasional)

Although not a primary responsibility, the VA may
occasionally be asked to make outbound phone calls to prospective clients.

These calls may include:

• Conducting
  an initial discovery conversation
  
• Asking
  qualifying questions before preparing a proposal
  
• Confirming
  travel requirements
  
• Determining
  whether the prospect is a genuine lead
  
• Contacting
  existing clients to provide updates, clarify travel details, or assist
  with travel-related inquiries when needed
  
• Communicating
  with travel suppliers to confirm pricing, availability, booking details,
  or resolve client-related requests
  

Phone calls will only be required occasionally and are
not expected to be a regular part of the role. Any required calling tools or
phone systems will be provided by the client.

Future Responsibilities (Growth Opportunity)

As the business grows, the role may gradually expand into:

Email Marketing

• Maintain
  and clean email lists
  
• Compare
  CRM contacts with marketing lists
  
• Update
  subscriber lists
  
• Prepare
  newsletters
  
• Assist
  with email campaign preparation
  
• Ensure
  customer mailing lists remain accurate
  

Social Media Support

Future responsibilities may include:

• Editing
  short-form travel reels
  
• Trimming
  videos for TikTok, Instagram Reels, and other platforms
  
• Adding
  captions and simple text overlays
  
• Scheduling
  social media posts
  
• Assisting
  with content organization
  

The client values someone with a good eye for visually
appealing content and understands what performs well on social media.

Required Skills

Must Have

• Administrative
  Virtual Assistant experience
  
• Excellent
  written English
  
• Strong
  customer service experience
  
• Excellent
  email communication
  
• High
  attention to detail
  
• Strong
  organizational skills
  
• Ability
  to multitask
  
• Experience
  preparing professional documents
  
• Ability
  to work independently
  
• Professional
  phone etiquette
  

Preferred

• Previous
  experience working in a travel agency
  
• Experience
  preparing travel quotes and itineraries
  
• Familiarity
  with supplier portals
  
• CRM
  experience
  
• Email
  marketing experience
  
• Basic
  video editing skills
  
• Social
  media experience
  

Software & Tools

Current Tools

• Vacation
  CRM
  
• Supplier
  booking portals/websites
  
• Email
  
• WhatsApp
  
• Zoom
  

Future Tools

• Email
  marketing platform (TBD)
  
• AI
  tools (client is open to recommendations)
  

Communication

Preferred communication methods:

• Email
  (Primary)
  
• WhatsApp
  
• Zoom
  meetings
  

Ideal Candidate

The ideal VA should be:

• Professional
  
• Friendly
  
• Organized
  
• Detail-oriented
  
• Proactive
  
• Reliable
  
• Customer-focused
  
• Comfortable
  communicating with clients
  
• Able
  to write polished, professional emails
  
• Resourceful
  when gathering information from suppliers
  
• Able
  to work independently with minimal supervision
  

Working Hours

• Start
  at 10 hours per week
  
• Ongoing
  engagement
  
• Must
  be available during U.S. Eastern Time (EST) business hours for
  proposal preparation and client communications
  
• Future
  social media work may be completed on a flexible schedule
  

Success Metrics

The VA will be successful if they can:

• Prepare
  accurate travel proposals promptly
  
• Respond
  professionally to client inquiries
  
• Maintain
  an organized CRM
  
• Deliver
  excellent customer service
  
• Assist
  suppliers efficiently
  
• Keep
  client communications moving without delays
  
• Support
  business continuity while Kariann is traveling
  

Important Client Preferences

• Travel
  industry experience is strongly preferred.
  
• The
  client wants someone who communicates warmly, professionally, and
  confidently with customers.
  
• The
  VA should acknowledge client emails promptly, even when awaiting
  information from suppliers.
  
• The
  role is heavily focused on proposal preparation and administrative support
  during the initial phase.
  
• Must
  be available during the client's business hours (EST).
  
• The
  client already has proposal and itinerary templates in Vacation CRM, so
  much of the work involves following established processes rather than
  creating materials from scratch.
  
• The
  client is open to AI and automation recommendations in the future but
  prefers to keep processes simple initially.
  
• The
  role is expected to grow over time to include email marketing and social
  media support, making it ideal for someone interested in a long-term
  position.
  
• The
  VA may occasionally make client qualification calls if needed, using the
  client's phone system or communication tools.
  
• The
  VA should have a good eye for visual content if they eventually take on
  social media responsibilities.