Northstar Travel Company Travel Operations Coordinator Remote · Part time Company website

Apply for Travel Operations Coordinator

Northstar Travel Company is a small, growing, service-focused travel agency based in Woodbury, Minnesota. We create thoughtful, well-supported travel experiences around the world, including custom vacations, tropical getaways, European and Asian itineraries, cruises, and group travel. We value accuracy, clear communication, personal service, and doing the small things well. As part of Northstar, you’ll work closely with agency leadership, contribute across different areas of the business, and have the opportunity to help shape our systems as we grow. We’re looking for dependable, curious people who enjoy travel, technology, organization, and creating an excellent client experience.

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.

We are hiring our first part-time Travel Operations Coordinator to help manage the booking details, deadlines, documentation, and communications that keep our clients’ trips running smoothly.

This role is ideal for someone who is highly organized, comfortable with technology, attentive to small details, and able to work independently after training. Because we are a small and growing agency, the position includes a mix of travel operations, administrative work, client support, and light marketing responsibilities.

The position is expected to be approximately 20 hours per week, likely spread across four daytime workdays during regular weekday business hours.

What You’ll Do

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.
• Assist 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.
• Assist with client communications regarding trip details, reminders, payments, insurance, and required documentation.
• Maintain organized and accurate client records, trip files, and internal notes.
• Help ensure important details and deadlines do not fall through the cracks.

Payments, Commissions, and Administrative Support

• Assist with tracking client payments, supplier payments, due dates, and outstanding balances.
• Help reconcile commissions, invoices, and supplier statements.
• 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.

Travel operations and administrative responsibilities will remain the primary focus of the position, with marketing and content work representing a smaller portion of the role.

What We’re Looking For

The right person for this role is dependable, detail-oriented, technologically confident, and comfortable managing many small moving pieces with care.

You should enjoy creating order, following processes, double-checking information, and completing behind-the-scenes work that contributes to an excellent client experience.

Required 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.

Preferred Qualifications

• Experience in travel, hospitality, customer service, administration, operations, bookkeeping, marketing, or executive support.
• Professional experience planning or selling travel.
• Domestic and international travel experience.
• Familiarity with Google Workspace, CRM systems, itinerary platforms, spreadsheets, social media tools, or project-management systems.
• Experience communicating with clients, vendors, or supplier partners.
• An interest in destinations, hospitality, and thoughtful client service.

Skills That Will Help You Succeed

• 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.

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.

Schedule, Pay, and Benefits

• Position: Part-time W-2 employee
• Hours: Approximately 20 hours per week
• Schedule: Likely four daytime workdays per week during regular weekday business hours
• Pay: $22 per hour
• Paid time off: One week of PTO per year
• Sick and safe time: Up to 48 hours per year
• Performance reviews: Semiannual
• Background check: Required as part of the hiring process

As a small business, Northstar Travel Company does not currently offer employer-sponsored health, dental, or retirement benefits for this position.

Employment is contingent upon successful completion of a background check.

About Northstar Travel Company

Northstar Travel Company helps clients plan travel with less stress, greater confidence, and a more personal level of support. We specialize in custom vacations, tropical destinations, Europe, Asia, cruises, and group travel.

Our goal is to combine professional expertise with thoughtful service so our clients feel cared for before, during, and after their trips.

How to Apply

Interested candidates should complete our online application through the Northstar Travel Company application portal.