Travel Operations Coordinator

Fora•New York, NY

1d•$60,000 - $90,000•Onsite

About The Position

We're seeking a highly organized Travel Operation Coordinator to support our growing portfolio of travel advisor educational experiences. This role is essential to scaling our program operations, handling high-volume administrative tasks, and ensuring seamless communication with hundreds of travel advisors across multiple concurrent programs. You'll work closely with our Travel Operations team to manage day-to-day operational execution, allowing our strategic team to focus on program development, partner relationships, and data-driven optimization. This is an ideal opportunity for someone who thrives in fast-paced, start-up environments, excels at managing multiple concurrent projects, and takes pride in flawless execution of detailed processes. Our Fam program connects travel advisors with immersive destination experiences, partner properties, and industry education opportunities. We manage 60+ programs annually, ranging from destination-specific trips to property showcases and industry events. This role is critical to ensuring smooth operations as we scale to serve our growing advisor community.

Requirements

2+ years of experience in travel planning, event management, or a similarly operational, customer-facing role
Strong program coordination, operations, or administrative experience managing high-volume communications
Exceptional organizational skills with a proven ability to manage 50+ concurrent projects while maintaining accuracy and follow-through
Excellent written communication skills, with the ability to maintain a warm, clear, and professional tone across all advisor- or customer-facing touchpoints
Advanced proficiency with email marketing platforms, spreadsheets, and project management tools
Experience using Canva or similar design tools to create basic marketing or program materials
Meticulous attention to detail, including accuracy in data entry and financial or operational tracking
Ability to thrive in fast-paced environments with shifting priorities and frequent deadlines
Self-starter mindset with strong independent problem-solving skills
Process-oriented approach, with demonstrated ability to build systems that reduce errors and improve efficiency
Ability to remain calm under pressure while managing multiple urgent priorities
Collaborative working style, with an understanding of how strong execution enables broader team goals

Nice To Haves

Experience in the travel industry, hospitality, or event coordination environments
Familiarity with community management or advisor-facing communications
Background in financial reconciliation, expense tracking, or operational reporting
Experience with automation or no-code tools such as Zapier, Airtable, or similar platforms
Understanding of travel advisor business models and workflows
Demonstrated adaptability when launching new programs or responding to evolving priorities

Responsibilities

Work with selected partners to organize and confirm Fam trips (usually multiple partners per trip) including scheduling in conjunction with our Fora’s programming calendar
Record all Fam programming in the appropriate project management system for visibility across departments and easy tracking
Track confirmations and assure comprehensive and seamless provision of services
Create itineraries for the Fam trips
Reconfirm all services prior to departure
Assist with the selection of advisors for each program and the selection of Fora HQ leads
Manage individualized email campaigns for every Fam selection, waitlist notification, and denial across 60+ annual programs
Create and send customized Fam Hub announcements with trip-specific details for each opportunity
Follow up with every advisor (selected, waitlisted, or denied) with opportunity specific stats, ensuring timely, professional communication
Monitor and respond to forum comments, direct messages, and WhatsApp communications from advisors
Track and ensure accurate Partner Fam information submission and maintenance
Manage Fam subledger and process invoicing for both advisor and HQ expenses
Update and refresh Fora Fam itineraries in internal software systems
Create and maintain lookbooks and operational dashboards for HQ leadership
Manage Canva templates and create program-specific graphics (applications closed posts, announcements, etc.)
Maintain accurate records across all Fam programs and selection cycles
Support data analysis projects for program performance and 2026 planning
Ensure data integrity across multiple tracking systems
Assist with reporting requirements for leadership team