What Does a Travel Coordinator Do?
Find out what a travel coordinator does, how to get this job, and what it takes to succeed as a travel coordinator.
Travel coordinators are responsible for planning and coordinating all aspects of a company’s travel-related activities. They work closely with employees to determine their travel needs, plan itineraries, book flights and accommodations, etc.
Travel coordinators may also be responsible for ensuring that all travelers have the necessary documentation (e.g., passports, visas, vaccinations) before they leave on their trip.
Travel Coordinator Job Duties
A travel coordinator typically has a wide range of responsibilities, which can include:
- Organizing group activities during travel, such as sightseeing or dining at local restaurants
- Coordinating with travel agents to make sure that all travel arrangements are made correctly
- Managing the financial aspects of travel planning by tracking expenditures and generating reports on travel spending
- Ensuring that travel arrangements meet all legal requirements, including obtaining passports and visas
- Resolving any issues that arise during travel, such as delays or changes in itinerary
- Maintaining contacts with clients regarding their travel plans to ensure satisfaction with arrangements
- Communicating with vendors such as airlines and hotels to arrange special services for clients, such as wheelchair accessibility or pet transportation
- Preparing reports about travel activity for internal use by an organization or for external use by clients or customers
- Scheduling airline reservations and hotel accommodations for business trips and vacations
Travel Coordinator Salary & Outlook
Travel coordinators’ salaries vary depending on their level of education, years of experience, and the size and industry of the company. They may also earn additional compensation in the form of bonuses.
- Median Annual Salary: $47,000 ($22.6/hour)
- Top 10% Annual Salary: $80,500 ($38.7/hour)
The employment of travel coordinators is expected to grow at an average rate over the next decade.
Travel coordinators will be needed to help travel agents and travel planners organize and plan group trips for clients. In addition, demand for travel planning services may increase as more people travel internationally.
Related: Travel Coordinator Interview Questions and Answers
Travel Coordinator Job Requirements
A travel coordinator typically needs to have the following qualifications:
Education: Travel coordinators are typically required to have at least a high school diploma or GED. Some employers prefer candidates who have a bachelor’s degree in hospitality, travel or a related field. Relevant coursework includes hospitality management, marketing, sales, accounting and economics.
Training & Experience: Many travel coordinators learn the specific processes and procedures of their role while on the job. Training may last for a few weeks to a month, depending on the company and the role. Training often includes shadowing current travel coordinators and performing duties under supervision until they are comfortable enough to complete tasks on their own.
Certifications & Licenses: Certifications are not usually a requirement as a travel coordinator, but they can be useful for increasing your qualifications and earning potential.
Travel Coordinator Skills
Travel coordinators need the following skills in order to be successful:
Communication: Communication is the act of conveying information through speech or writing. As a travel coordinator, you may be responsible for communicating with clients, suppliers and other members of your team. Strong communication skills can help you convey information clearly and answer questions effectively.
Organization: Organization is another skill that can be useful for travel coordinators. This is because they often have to keep track of many different travel documents, flight information and other details about travel plans. Having good organizational skills can help them keep track of all of this information and ensure that their travel plans run smoothly.
Time management: Time management is the ability to plan and execute tasks in a timely manner. As a travel coordinator, it’s important to manage your time well so you can complete all of your tasks. This includes planning travel itineraries, coordinating travel arrangements and managing travel budgets.
Customer service: Customer service skills can help you be a better travel coordinator. You may be responsible for answering questions from clients, planning itineraries and ensuring clients are satisfied with your services. Customer service skills can help you be a better communicator and provide better service to your clients.
Marketing: A travel coordinator often works with a team of other professionals to plan a trip, so it’s important for them to have a good understanding of marketing. This skill can help them create advertisements and promotions for their company and its services. It can also help them market their own travel services to potential clients.
Travel Coordinator Work Environment
Travel coordinators work in a variety of settings, including corporate travel departments, travel agencies, and tour operators. They typically work in an office environment, although they may travel to meet with clients or to attend conferences. Many travel coordinators work full time, and some work more than 40 hours per week to accommodate the schedules of their clients. Some travel coordinators may be required to work on weekends and evenings to coordinate travel arrangements. Travel coordinators typically work under tight deadlines and may experience stress when trying to accommodate the travel plans of their clients.
Travel Coordinator Trends
Here are three trends influencing how travel coordinators work. Travel coordinators will need to stay up-to-date on these developments to keep their skills relevant and maintain a competitive advantage in the workplace.
The Growth of Remote Work
The growth of remote work is a trend that is quickly gaining popularity among businesses and employees alike. This is due to the many benefits that it offers, such as increased productivity, reduced costs, and a better work-life balance.
Travel coordinators can take advantage of this trend by becoming experts in remote work management. They can do this by learning how to manage teams across different time zones, setting up communication tools, and creating a culture of trust and transparency.
More Focus on Employee Experience
As businesses focus more on employee experience, travel coordinators will need to develop new skills and expertise.
One area where travel coordinators can focus their efforts is on creating unique and memorable experiences for employees. This can include everything from planning trips to designing office spaces. In addition, travel coordinators can also focus on developing relationships with vendors and suppliers who can help them create unique experiences for employees.
A Greater Emphasis on Diversity and Inclusion
Diversity and inclusion are becoming increasingly important in the workplace, as employers are looking for ways to make their teams more representative of the population as a whole.
Travel coordinators can play a key role in helping to achieve diversity and inclusion goals by ensuring that they are aware of potential barriers to entry and making sure that they are doing everything they can to recruit candidates from underrepresented groups.
How to Become a Travel Coordinator
A career as a travel coordinator can be both rewarding and lucrative. It’s important to start by learning about the different types of travel agencies, their specializations, and the services they offer. You should also familiarize yourself with the various methods of booking travel, including online travel agents (OTAs), direct booking, and wholesale travel.
Once you have a good understanding of the industry, it’s time to build your network. Attend industry events, connect with professionals on social media, and subscribe to newsletters and blogs. This will help you stay up-to-date on the latest trends and developments in the travel industry.
When you’re ready to apply for jobs, make sure your resume stands out from the crowd. Include relevant experience and skills, as well as any certifications you may have earned.
Advancement Prospects
Travel coordinators typically start out in entry-level positions and advance to higher-level jobs through a combination of on-the-job experience and training. Many travel coordinators receive on-the-job training, which can last several months. Some employers may require travel coordinators to have a bachelor’s degree in hospitality management or a related field.
As they gain experience, travel coordinators typically assume more responsibility for planning and coordinating travel arrangements. With additional experience, they may advance to positions such as travel manager or tour operator. Some travel coordinators open their own travel agencies.
Travel Coordinator Job Description Example
At [CompanyX], we believe that business travel should be seamless, efficient, and enjoyable. We are looking for a travel coordinator who shares this belief and is passionate about making travel arrangements for our employees. The ideal candidate will have experience booking airfare, hotels, and rental cars, as well as experience with travel visas and passports. He or she will be detail-oriented and organized, with the ability to juggle multiple tasks and deadlines. The travel coordinator will be the point of contact for all travel-related questions and concerns, and will work closely with the accounting department to ensure that travel expenses are properly documented and submitted.
Duties & Responsibilities
- Serve as the primary point of contact for all travel-related inquiries, providing prompt and courteous service
- Review travel requests to determine feasibility and compliance with company policy
- Book air, hotel, and ground transportation using approved vendors, negotiating rates when possible to stay within budget
- Prepare detailed itineraries for travelers, including all necessary information such as reservations, directions, weather forecast, etc.
- Process travel expense reports in a timely and accurate manner
- Maintain up-to-date knowledge of passport and visa requirements, as well as current government travel advisories
- Stay abreast of changes in the travel industry, such as new routes, airlines, hotels, etc.
- Research and recommend travel-related products and services that can save time and money
- Handle special requests from travelers, such as dietary restrictions, seating preferences, etc.
- Coordinate travel arrangements for VIPs and other high-profile guests
- Assist with event planning, such as conferences, meetings, and trade shows
- Provide administrative support to the travel department, such as maintaining files, updating records, etc.
Required Skills and Qualifications
- Bachelor’s degree in business, hospitality, or related field
- 5+ years experience in customer service, administrative support, or travel coordination
- Exceptional organizational skills and attention to detail
- Proven ability to work independently and with a team to meet deadlines
- Excellent written and verbal communication skills
- Proficient in Microsoft Office, with aptitude to learn new software and systems
Preferred Skills and Qualifications
- Working knowledge of Sabre or another reservation system
- Experience coordinating international travel
- Fluency in more than one language
- Creative problem-solving skills