Group Experience Coordinator

Role overview

Luxe Tribes is hiring a Group Experience Coordinator to manage the full traveler journey for its group experiences. The role covers everything from the first interaction and pre-trip preparation to trip logistics and follow-up after the journey ends. You will be the main contact for travelers and will work closely with the operations and marketing teams to keep every participant well-informed, supported, and excited throughout the experience.

This opportunity suits someone who enjoys planning, is highly organized, and likes helping people travel smoothly and confidently.

What you will do

• Act as the main point of contact for assigned travelers before, during, and after their group trips.
• Support potential travelers through the booking process and respond to trip-related queries.
• Run onboarding and pre-departure calls to align expectations and collect preferences such as dietary needs, accessibility requirements, and special celebrations.
• Oversee traveler communication using approved platforms such as email, app messaging, WhatsApp, and Zoom.
• Coordinate trip details including stays, transport, activities, dining experiences, and special events.
• Work with local vendors and tour operators to keep trip delivery smooth and on schedule.
• Encourage pre-trip interaction by managing group chats, leading Zoom sessions before departure, and helping build a sense of community among travelers.
• Share reminders, travel documents, and final itineraries so travelers stay informed and prepared.
• Address traveler concerns, emergencies, and escalations promptly and professionally.
• Keep traveler records, booking information, and payment details accurate and up to date.
• Gather feedback after trips and support repeat bookings, referrals, and retention efforts.
• Provide weekly updates to leadership on traveler sentiment, operational risks, and experience quality.
• Recommend and implement improvements that strengthen efficiency and the overall traveler experience.

Experience and profile

The ideal candidate has at least 4 years of background in travel planning, trip coordination, hospitality, or tourism. You should bring strong communication and organizational ability, be comfortable handling large group bookings, and work with a high level of attention to detail and initiative. Familiarity with international destinations and a genuine interest in travel are important. Experience with travel software, CRM platforms, and Google Workspace is preferred. Prior experience planning or traveling on group trips is a plus.

Education

A bachelor’s degree in Hospitality, Tourism, Business, or a related discipline is preferred.