Reservations Coordinator - Europe

About UJV Who Are We?Planning and managing a 5-star vacation from scratch requires expertise, cleverness, and a genuine passion for detail. That's what UJV is all about. UJV is a service-driven team of experts that work behind the scenes, engineering luxury travel experiences for advisors globally, so they can grow their business and fully satisfy their exclusive clients.We are the luxury travel advisor’s right hand. How?UJV is a team of travel experts that advises and supports luxury travel advisors worldwide. We work behind the scenes as allies of top luxury travel advisors, to offer a 5 Star experience for their clients.We offer travel advisors the knowledge and tools needed to grow their business and better serve their exclusive clients.We offer an experience-centered service based on passion, expertise, integrityand attention to detail.We are willing to do the hard work in order to see our clients shine.Role MissionThe Reservations Coordinator supports both our Destination Specialists (Sales) and Concierge teams by ensuring bookings are accurate, complete, and aligned from confirmation through travel. This role plays a critical part in maintaining the quality and precision of our itineraries, with a strong focus on execution, follow-through, and detail.Core Responsibilities Booking Execution & AccuracyExecute hotel bookings across partner platforms and direct channels with a high level of precisionUpload and organize all reservation documents (tickets, vouchers, confirmations) within the itineraryEnsure all booking details align with the confirmed client experience Proforma & Payment VerificationAudit hotel proforma invoices to confirm pricing, taxes, and inclusions match agreed termsPartner with Concierge and (Res Ops) Accounting to identify and resolve payment discrepanciesEnsure financial accuracy before and after booking confirmation Post-Sale SupportHandle itinerary changes and booking updates after the point of saleCoordinate adjustments across vendors while keeping internal teams alignedMaintain accuracy and consistency as itineraries evolve Vendor Coordination & Quality ControlFollow up with vendors to secure confirmations in a timely mannerReview vendor communications to ensure all services match the itineraryFlag and resolve discrepancies, including availability changes, alongside Sales and Concierge Promotions & Value OptimizationIdentify and apply post-booking promotions, offers, or added amenities from hotel partnersEnsure clients receive maximum value while protecting marginQualifications2+ years of experience in the travel or hospitality industry (luxury travel or European destinations is a plus)Strong attention to detail; able to catch inconsistencies across bookings, invoices, and communicationsHighly organized with the ability to prioritize effectively across multiple active bookingsComfortable operating in a fast-paced, high-volume environment without sacrificing accuracyStrong written and verbal English communication skills (near-native or native proficiency)High level of ownership and problem-solving ability — able to navigate ambiguity and find solutions independentlyWhat Success Looks LikeBookings are accurate, complete, and require minimal reworkFinancials (proformas, payments, inclusions) are consistently aligned and verifiedVendors are responsive, and confirmations are secured without delaysItineraries remain clean, organized, and fully documentedIssues are identified early and resolved without escalation LatAm-based candidates are welcome to apply.Candidates located outside the United States will be engaged under an independent contractor agreement. You will be responsible for managing your own social security and taxes in accordance with the regulations of your home country. Please take this into consideration before applying.Originally posted on Himalayas