In-Travel Associate

As an In-Travel Associate, you will play a key role in supporting both our internal team and our travelers throughout their journey. You’ll ensure every travel arrangement is accurate, well-documented, and flawlessly executed, maintaining UJV’s service excellence at every step. Beyond backend coordination, you’ll also manage direct client correspondence during travel, assist with real-time logistics, and provide personalized support that elevates each traveler’s experience.

You Will

In-Travel Client Support

• Act as the primary contact for travelers while they are in the destination, managing direct client correspondence with professionalism and care.
• Provide real-time dining recommendations and assist with reservations.
• Handle crisis management and unexpected issues swiftly and effectively.
• Update itineraries and assist with modifying, cancelling and selling additional services requested during travel.
• Communicate any critical updates or changes to the Travel Advisor in real time.
• Create “wow” moments for clients on the ground that feel genuine

Quality Check & Audit

• Perform final adjustments and quality checks (Q/C) on bookings, ensuring alignment with confirmations and supplier details.
• Audit bookings for accurate pricing, payment schedules, and invoicing.
• Ensure all hotel proformas match the correct pricing entered in the database.

Project & Document Management

• Collaborate with Reservations and Support teams to create, organize, and maintain reference documents and easy-access resources (e.g., dining guides, pricing sheets).
• Assist in executing pre-travel protocols to ensure booking accuracy, efficiency, and seamless backend operations.
• Support the European Specialist Team with ad hoc projects from leadership as needed.
• Confirmation & Operational Support
• Proactively reach out to hotels for pending proformas and assist with itinerary continuity.
• Confirm guide and driver details the day prior to service.
• Handle check-ins and ensure printed and mobile versions of ferry, flight, and train tickets are delivered to the hotel.
• Manage modifications to tours or transfers as needed.
• Oversee re-routing and logistics management in case of strikes or other disruptions.

You Are

• Experienced in the luxury travel agency space or a DMC, with a strong track record of operational excellence and client service.
• Fluent in English (professional to native level); additional languages (Spanish, French, German, etc.) are a strong plus.
• Extremely detail-oriented and disciplined, you double-check bookings, pricing, and confirmations to ensure error-free itineraries.
• Comfortable handling direct client correspondence while travelers are in destination, responding quickly and professionally to live requests and issues.
• Skilled at crisis management and calm problem-solving, you can re-route logistics (strikes, cancellations), modify tours/transfers, and manage unexpected situations with a client-first mindset.
• Confident coordinating with suppliers (guides, drivers, hotels, ferries, rail operators, airlines) and securing/confirming day-of details like guide and driver names.
• Tech-savvy with CRM/booking systems and comfortable producing both mobile and printed travel documents (tickets, vouchers, check-in passes).
• Highly organized and able to manage a high volume of tasks and deadlines while maintaining quality and responsiveness.
• Proactive communicator who keeps Travel Advisors and internal teams informed of any in-travel issues or items requiring attention.
• Commercially minded — you can identify opportunities to update itineraries, sell additional services, and create special moments for travelers on behalf of the Travel Advisor.
• A team player who thrives in a collaborative environment and enjoys supporting colleagues across reservations, support, and operations.
• Flexible with working hours as required by in-travel client needs and time-sensitive situations.