Role Description We are looking for a reliable and detail-oriented Travel Booking Scheduling Assistant to support our team of travel advisors. This fully remote role is perfect for someone who excels in time management, calendar coordination, and client communication. You will play a key role in ensuring appointments, consultations, and travel timelines are smoothly managed. Key Responsibilities - Coordinate and manage calendars for multiple travel advisors - Schedule client consultations and supplier meetings - Send reminders and follow-ups for scheduled appointments - Track and organize important deadlines and travel milestones - Support trip timeline management (e.g., payment schedules, document delivery dates) - Communicate professionally with clients and team members Qualifications - Strong time management and organization skills - Excellent written and verbal communication - Comfortable using Google Calendar, scheduling tools, and email platforms - Ability to multitask and work independently in a remote setting - Prior experience in scheduling, admin, or customer service is a plus - Enthusiasm for travel is a bonus but not required Benefits - Remote, flexible work schedule ideal for work-life balance - Training and ongoing support from a collaborative team - Income-earning potential through administrative project support and performance-based incentives - Growth pathways into roles in travel planning or operations - Access to travel industry benefits and discounts following completion of training - $40,000 - $65,000 a year How to Apply If you love staying organized, enjoy helping others succeed, and want a flexible remote role in a growing travel company, we’d love to hear from you. Apply today and join the team! We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

• Manage and optimize the CEO’s calendar, ensuring priorities, meetings, and deadlines are well-coordinated • Serve as a primary point of contact for internal and external stakeholders, maintaining clear and professional communication • Coordinate meetings, confirm appointments, and provide timely updates to leadership • Communicate with clients via phone and email to gather information and provide updates as needed • Prepare, review, and manage documents, including agreements and internal reports • Track tasks, follow up on deliverables, and ensure deadlines are consistently met • Conduct research and organize information to support business and operational needs • Perform administrative tasks such as document management, filing, and coordination across teams • Support social media management tasks as needed • Handle sensitive information with a high level of confidentiality and professionalism

• Provide administrative and operational support to the directors, including inbox management, diary management, meeting prep, and travel coordination. • Draft and manage professional correspondence with clients, partners, and prospects. • Track and follow up on key actions and priorities from Client and Team meetings. • Support with preparing and tracking samples sent to clients and prospects. • Maintain accurate records of sample inventory, dispatch, and returns. • Support the Bid and Sales teams by formatting proposals, assembling supporting documents, and assisting with submission processes. • Organize internal and external meetings, offsites, and client visits. • Collaborate with other departments to ensure alignment on priorities and deadlines.

• Contract Administration: Manage and maintain service and maintenance contract records. • Ensure contract requirements, schedules, and deliveries are tracked and completed. • Monitor and update client portals. • Assist with contract renewals and variations. • Scheduling & Coordination: Schedule technicians and subcontractors for contract work. • Coordinate preventative maintenance visits and service jobs. • Ensure technicians have required documentation, parts, and information before attending site. • Adjust schedules to accommodate urgent work or breakdowns. • Client Communication: Act as the primary contact for contract clients regarding service scheduling and updates. • Respond to client enquiries and service requests. • Provide progress updates and job completion confirmations. • Maintain professional client relationships. • Work Order Management: Create and manage work orders in the CRM system (e.g., Simpro or similar). • Ensure accurate job descriptions, asset details, and site requirements are recorded. • Track job progress and close completed work orders. • Reporting & Documentation: Prepare service reports, maintenance records, and client documentation. • Maintain accurate contract files and job history. • Assist with monthly service reports and performance summaries. • Billing & Cost Tracking: Assist with preparing invoices for completed contract work. • Ensure technician time and materials are correctly recorded. • Monitor job costs against contract budgets where required. • Compliance & Safety: Ensure technicians have required permits, safety documentation, and site inductions. • Maintain records of compliance documentation where applicable.