Job Overview

Our client is seeking a detail-driven, customer-focused Travel Operations Administrative Assistant to manage day-to-day administrative operations, client correspondence, and custom itinerary creation for a boutique travel agency. Reporting directly to the Agency Principal, you will take ownership of the client communication lifecycle across pre-trip planning, booking confirmations, and post-travel check-ins. Utilizing specialized travel management software (Travefy), you will assemble polished proposals and trip itineraries, maintain CRM database accuracy, and assist with social media management to ensure seamless agency operations.

Client Overview

Our client is a boutique travel agency and destination management brand based in Daylesford, Victoria, specializing in curated regional getaways, bespoke travel itineraries, and specialized cross-cultural travel experiences. Renowned for delivering high-touch customer service to discerning travelers, they manage end-to-end client journeys from initial inquiry to post-trip follow-up.

Schedule

• Flexible Hours Daylesford, VIC Time (40 hours per week) Note: Some weekend availability required to support active traveler inquiries and capture time-sensitive leads.

Responsibilities

• Client Communication: Manage central agency email inboxes, responding promptly to client inquiries from initial interest through to post-trip follow-ups.
• Itinerary Building: Build detailed, visual travel proposals and day-by-day itineraries using Travefy travel management software.
• CRM Administration: Maintain complete CRM database records, logging client preferences, booking statuses, vendor confirmations, and payment schedules.
• Weekend Support: Coordinate weekend client support inquiries to assist travelers on active trips and capture time-sensitive weekend booking leads.
• Social Media Management: Schedule and publish engaging social media posts highlighting featured travel destinations, itineraries, and client testimonials.
• Vendor Coordination: Liaise with local accommodation providers, tour operators, and transportation vendors to confirm booking arrangements.
• General Administration: Handle general sales administrative tasks to ensure smooth daily operations for the agency.

Requirements

• Industry Experience: 2+ years of administrative, travel coordinator, or customer service experience within a travel agency, tour operator, or hospitality environment.
• Software Skills: Proven experience using Travefy, Axus, or similar itinerary-building tools to create visually compelling schedules and proposals.
• CRM & Tech Stack Proficiency: Hands-on experience with CRMs (e.g., HubSpot, Salesforce, Zoho CRM), Meta Business Suite, Canva, Google Workspace, and Microsoft 365.
• Communication Skills: Exceptional written English skills with a warm, professional, and reassuring communication tone.
• Schedule Flexibility: Ability to work a flexible 40-hour weekly schedule that includes weekend coverage to manage active travel inquiries.

Qualifications

• Spoken and written Japanese language skills are a strong advantage to support specialized regional or cross-cultural travel programs.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.