Travel Operations Coordinator at FlyFlat

As a Travel Operations Coordinator at FlyFlat, you will play a central role in ensuring smooth client experiences by managing billing, payment workflows, and polished itineraries. This remote role is ideal for someone detail-oriented, organized, and proactive, with a passion for travel logistics. If you excel in fast-paced environments and enjoy problem-solving, this opportunity will allow you to grow and make a meaningful impact.

Responsibilities:

Billing & Payment Processing

• Create and manage invoices using FreshBooks.
• Handle multi-method payments including Stripe (credit cards), Crypto, PayPal, Wire, and ACH.
• Track and reconcile client payments across multiple methods.
• Collaborate with internal teams to ensure billing accuracy and resolve discrepancies promptly.

Itinerary Management

• Build polished, client-ready itineraries using Travefy.
• Select seats and incorporate relevant travel preferences and memberships (e.g., Known Traveler Number, Frequent Flyer Numbers).
• Coordinate with Concierge and Booking teams to ensure accurate and timely delivery of all client-facing documents.

Operational Support

• Support execution of daily booking workflows and related tasks
• Ensure bookings and related operational actions are completed accurately and on time
• Follow internal SOPs and identify opportunities for process improvement.

Qualifications

• 1-2 years experience in travel operations, coordination or related roles.
• Prior experience with FreshBooks, Stripe, and/or other invoicing tools
• Familiarity with itinerary-building platforms (especially Travefy).
• Working knowledge of travel logistics, including passenger information and preferences (e.g., KTN, FFN).
• Comfortable working in a remote, fast-paced environment.
• Strong organizational skills with attention to detail and accountability.
• Familiarity with collaboration tools such as Slack, Google Sheets, and Asana is a plus.
• Strong written and verbal English communication skills.