Reservations Coordinator - Europe

Ultimate Jet Vacations

17h

About The Position

The Reservations Coordinator supports Destination Specialists (Sales) and Concierge teams by ensuring bookings are accurate, complete, and aligned from confirmation through travel. The role focuses on execution, follow-through, and detail to maintain the quality and precision of itineraries. The coordinator books hotels through partner platforms and direct channels, organizes reservation documents in itineraries, checks proforma invoices and payment details, handles post-sale changes, coordinates with vendors, and identifies promotions or added amenities that provide client value while protecting margin. Success means accurate bookings and financials, timely vendor confirmations, well-documented itineraries, and early resolution of issues.

Requirements

At least 2 years of experience in the travel or hospitality industry.
Strong attention to detail and ability to identify inconsistencies across bookings, invoices, and communications.
Highly organized, with the ability to prioritize effectively across multiple active bookings.
Comfort operating in a fast-paced, high-volume environment without sacrificing accuracy.
Strong written and verbal English communication skills at near-native or native proficiency.
High level of ownership and problem-solving ability, including navigating ambiguity and finding solutions independently.

Nice To Haves

Experience in luxury travel or European destinations.

Responsibilities

Execute hotel bookings across partner platforms and direct channels with a high level of precision.
Upload and organize reservation documents, including tickets, vouchers, and confirmations, within itineraries.
Ensure booking details align with the confirmed client experience.
Audit hotel proforma invoices to verify pricing, taxes, and inclusions against agreed terms.
Work with Concierge and Res Ops Accounting to identify and resolve payment discrepancies.
Verify financial accuracy before and after booking confirmation.
Handle itinerary changes and booking updates after the point of sale.
Coordinate vendor adjustments while keeping internal teams aligned.
Follow up with vendors to secure timely confirmations.
Review vendor communications to ensure services match the itinerary.
Flag and resolve discrepancies, including availability changes, with Sales and Concierge.
Identify and apply post-booking promotions, offers, or added amenities from hotel partners.
Help ensure clients receive maximum value while protecting margin.