Email Coordinator

About This Role This is a guest-facing email coordination role at a fast-growing luxury travel and concierge company. Day- to-day, you’ll be the primary link between guests and the hotels and suppliers that make their experiences exceptional — gathering trip details, communicating guest preferences to hotels, and ensuring every interaction is warm, accurate, and on-brand. Rate checking is part of the role, but communication is the core of it. This is not a task-and-log-off role. Full presence, proactive thinking, and genuine ownership are expected throughout every shift. KEY RESPONSIBILITIES Guest & Hotel Email Coordination (Primary) Work with guests via email to gather trip information — preferences, special requests, ETAs, and any last-minute needs. Communicate these details to hotels and suppliers ahead of each arrival, ensuring nothing is missed regardless of whether the client has replied. • Handle VIP1 & VIP2 pre-arrival touchpoints: confirm arrivals, brief hotels, and follow up with both parties as needed. • Maintain a warm, personal, on-brand tone in every message — it should never read like a template. Rate Checking (Supporting) When a booking comes in, verify the guest has the best available rate by checking the hotel’s public website and/or booking engine — this is confirmation and verification, not proactive deal-hunting. • Where needed, contact the hotel directly for pricing and information. • Flag rate discrepancies and document findings accurately — thi