Travel Operations Coordinator

About the role

Northstar Travel Company is a modern, service-focused travel agency based in Woodbury, Minnesota. We help clients plan thoughtful, well-supported trips around the world, including tropical vacations, European and Asian itineraries, cruises, group travel, and custom travel experiences.

Responsibilities

• Travel Operations and Supplier Support
• Confirm bookings and reservation details with hotels, cruise lines, tour operators, transfer companies, insurance providers, and other travel suppliers.
• Monitor supplier confirmations, invoices, payment deadlines, and required documentation.
• Aid with dining reservations, tours, transfers, and other client trip components.
• Communicate professionally with suppliers to request updates, clarify information, and resolve routine questions.
• Follow established processes and checklists while identifying missing or conflicting information.
• Client Itineraries and Trip Support
• Prepare, update, and organize client itineraries and travel documents.
• Review trip details for accuracy, including traveler names, dates, flights, accommodations, inclusions, payment schedules, and supplier notes.
• Aid with client communications regarding trip details, reminders, payments, insurance, and required documentation.
• Help ensure important details and deadlines do not fall through the cracks.
• Payments, Commissions, and Administrative Support
• Aid with tracking client payments, supplier payments, due dates, and outstanding balances.
• Support basic reporting, data entry, and bookkeeping-adjacent administrative work.
• Maintain clear, accurate records in agency systems.
• Handle confidential client, payment, and business information responsibly.
• Insurance and Documentation
• Assist with sending travel insurance information and tracking client insurance decisions.
• Confirm that required forms, waivers, authorizations, passport details, and payment records have been received and properly documented.
• Follow up on incomplete or missing documentation when needed.
• Marketing and Content Support
• Create and schedule a few social media posts each week.
• Write captions and organize or select appropriate imagery.
• Adapt supplier promotions and destination content for Northstar’s social media channels.
• Occasionally assist with email content, promotional materials, and agency campaigns.

Qualifications

• Strong attention to detail and commitment to accuracy.
• Excellent written communication skills.
• Highly organized and able to manage multiple tasks and deadlines.
• Comfortable using technology and learning unfamiliar systems.
• Professional and warm communication style with clients and suppliers.
• Ability to handle confidential client, payment, and travel information responsibly.
• Comfortable working independently after training.
• Reliable availability during regular weekday daytime hours.
• Meaningful personal or professional travel experience, including familiarity with common air travel and trip logistics such as airports, connections, accommodations, transfers, travel documents, and itinerary timing.

Skills

• You notice details other people may miss.
• You are comfortable checking, double-checking, and documenting information.
• You communicate clearly and professionally without sounding robotic.
• You enjoy systems, checklists, and organized workflows.
• You can shift between different types of work without losing track of priorities.
• You take initiative and ask thoughtful questions when something is unclear.
• You are not intimidated by learning new technology.
• You understand that excellent service often comes from doing the small things well.

Schedule, Pay, and Benefits

• Position: Part-time employee
• Hours: Approximately 20 hours per week
• Schedule: Likely four daytime workdays per week during regular weekday business hours
• Pay: $21-22 per hour
• Paid time off: One week of PTO per year
• Sick and safe time: Up to 48 hours per year

Small-Business Environment

Northstar Travel Company is a small and growing business. Team members may occasionally assist across different areas of the agency as needs evolve. This role is best suited to someone who enjoys variety, takes ownership of their work, and is comfortable moving between detailed travel operations, administrative responsibilities, client support, and occasional creative tasks.