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 — this is investigative, detail-driven work.
  • Occasional quoting may be required; when it is, the focus is on retrieving accurate pricing through the right
  channels, not finding the cheapest option.

High-Volume Email Management

• Log in, scan the full inbox, triage by urgency, and label before actioning — never work top to bottom.
  • Prioritise flagged and time-sensitive items first; process supplier confirmations, replies, and new inquiries
  systematically.
  • Maintain inbox zero by end of shift — nothing unresolved or unacknowledged.

Hotel & Supplier Outreach

• Email hotels and vendors to confirm bookings, flag special requests, and follow up on outstanding items.
  • Where email isn’t getting a response, escalate to a call — but keep most communication via email where

possible.

Shift Handovers & Notion

• Update Notion at the end of every shift with open items, actions taken, and anything the next coordinator needs
  to pick up.
  • Keep SOPs and task notes current so the team always has visibility.

WHAT WE’RE LOOKING FOR

• Genuine passion for travel — you don’t need a CV full of travel jobs, but you need to actually care about this
  space and want to grow in it.
  • Thinks on their feet — when something goes sideways, you look for a solution before you escalate.
  • Warm, polished written communication — professional but personal, never robotic or templated.
  • Attention to detail — you catch what others miss, before it reaches the guest.
• Email triage instinct — you scan, sort, and prioritise; you don’t need to be told what matters most.
  • Proactive communicator — if you’re stuck, behind, or unsure, you say so early.
  • Comfortable with ambiguity — workflows evolve, and you adapt without needing hand-holding.
  • Full commitment — exclusivity required. This role cannot be combined with other employment.

SHIFT & AVAILABILITY

Schedule Hard start and end times — not a task-completion role
Hours 9-hour shift including 1-hour unpaid break (8 productive hours)
Start Time Daytime or evening shift TBD — to be confirmed at offer stage
Weekend At least one weekend day required (e.g. Sun–Thu or Tue–Sat)
Exclusivity No concurrent employment — full focus required from day one

TOOLS & TECHNOLOGY

Email Google Workspace (Gmail, Drive, Docs, Sheets)
Inbox Mgmt Hiver — shared inbox assignments and email tracking
Task / SOPs Notion — team handovers, booking details, client info
AI Drafting Claude — used to support email drafts and workflow efficiency

Security 1Password

Commission Cion — commission tracking (training provided)
Platform experience is not a hard requirement — a genuine willingness to learn matters most. Full onboarding support is

provided.

Why Join Assist World?

Originally posted on Himalayas