Travel Admin Assistant

The Role: Travel Admin Assistant

As a Travel Admin Assistant, you will support a fast-growing Australian travel business by managing customer enquiries, supplier communications, marketing administration, and finance-related travel operations.

In this role, you will become the human connection behind an automated travel platform. While booking systems and AI handle routine tasks, you will manage everything that requires critical thinking, exceptional customer service, and attention to detail. One day you may be helping a customer with a booking change, while the next you may be coordinating with hotel partners, preparing supplier meetings, reconciling payments, or supporting marketing campaigns.

Virtually Expert supports your growth with learning opportunities, skill development, and guidance so you can develop advanced travel operations, supplier management, customer service, and business administration skills while working in a remote environment.

Key Responsibilities 

• Manage customer enquiries that require human support, including booking changes, special requests, occupancy questions, payment concerns, and pre-travel assistance.

• Respond to customers with professional, polished, and empathetic written English while ensuring every enquiry is followed through to resolution.

• Monitor and respond to comments, messages, and public reviews across social media platforms while escalating sensitive issues when necessary.

• Own and manage escalations by organizing relevant information, coordinating with leadership, tracking progress, and ensuring every issue is fully resolved.

• Conduct outbound outreach to hotels and resorts to schedule meetings for leadership and maintain supplier relationships.

• Coordinate supplier communications regarding contracts, rates, availability, imagery, and other operational requirements.

• Support marketing campaigns by reviewing promotional content, verifying pricing and links, organizing creative assets, and assisting with campaign administration.

• Reconcile supplier payments against invoices, remittances, bookings, refunds, and bank transactions.

• Investigate payment discrepancies and communicate findings promptly to leadership.

• Maintain organized trackers, calendars, and documentation to ensure nothing falls through the cracks.

Who This Role is For 

This role is for professionals who:

• Have experience working with accommodation-only travel packages, hotel wholesale operations, OTAs, DMCs, or hotel reservations.

• Understand room types, occupancy rules, inclusions, blackout dates, and travel pricing structures.

• Enjoy solving customer concerns while building professional relationships with hotel partners.

• Are highly organized and can independently manage multiple priorities, follow-ups, and operational workflows.

• Have strong attention to detail and enjoy working with both customer service and administrative responsibilities.

This role is not a good fit for people who prefer strict supervision, rigid schedules, or traditional office roles.

Skills and Requirements

• Minimum of 2 years of experience in the travel industry (OTA, wholesaler, DMC, hotel reservations, or similar)

• Proven experience working with land-only travel products such as accommodation packages, hotel wholesale, or resort contracting

• Excellent written and spoken English

• Strong customer service and professional communication skills

• Experience communicating with hotel partners through email and phone

• Strong organizational skills with the ability to manage multiple tasks independently

• Experience maintaining trackers, calendars, and operational documentation

• Excellent attention to detail when handling invoices, payments, reconciliations, and financial records

• Experience with Google Workspace and shared inbox management

• Reliable computer or laptop (Intel i5 8th Gen+, Ryzen 5 3000+, or Mac Core i5 2017+, 8GB RAM minimum)

• Stable internet connection (30 Mbps minimum)

• Available to work during Australian Eastern Business Hours (AEST)

Candidates with demonstrated expertise in any of the following areas will be highly considered:

• Hotel wholesale or OTA operations

• Resort contracting and supplier relationship management

• Travel finance administration, supplier payments, and bank reconciliations

• Meta Business Suite or public review management

• Executive calendar management and meeting coordination

• Knowledge of luxury resort destinations such as Bali, Thailand, Maldives, or the Indian Ocean

What Success Looks Like in This Role

• Customer enquiries are resolved promptly with excellent service and attention to detail.

• Social media comments and public reviews are monitored consistently, with sensitive issues addressed professionally.

• Every escalation has clear ownership, regular updates, and timely resolution.

• Hotel supplier meetings are consistently scheduled, supporting business growth and partnership development.

• Supplier payments, invoices, and bank reconciliations remain accurate, organized, and up to date.

• Leadership has clear visibility into outstanding operational tasks, supplier follow-ups, and financial reconciliations.

Why You Will Love VirtuallyExpert 

This is more than remote work. You will become an essential part of an international travel business, helping create exceptional customer experiences while supporting supplier partnerships, marketing operations, and financial administration.

You will gain valuable experience across multiple areas of travel operations while working with global entrepreneurs and developing highly transferable skills in customer service, supplier management, business operations, and remote collaboration.

Important Reminder

This is an independent contractor role. You will manage your taxes and compliance under Philippine law, giving you the freedom to shape your career on your terms.