About the Role
Ready to step into the world of Ultra Luxury Travel?
We are seeking a highly organized and detail-oriented
Operations Associate
to join our highly successful inbound Japan travel team. This role is essential to ensuring seamless delivery of itineraries, exceptional client experiences, and strong coordination with partners across Japan. You will work closely with travel designers, suppliers, and guides to support day-to-day operations and uphold service excellence.
Key Responsibilities
Operational Coordination
- Support the end-to-end delivery of travel itineraries, from booking accommodations and experiences to managing logistical details.
- Coordinate with hotels, guides, transportation providers, and local partners to confirm services and maintain accurate records.
- Ensure all booking details, timings, and special requests are clearly communicated to partners and clients.
Quality Assurance
- Review confirmed itineraries to ensure accuracy, feasibility, and consistency with company standards.
- Monitor ongoing trips and provide real-time support to clients and partners when issues arise.
- Conduct post-trip reviews and gather feedback to identify improvements.
Supplier & Partner Management
- Maintain strong relationships with existing suppliers and assist in sourcing new partners where needed.
- Monitor supplier performance and pricing to ensure competitive, high-quality service.
- Assist with updating supplier databases, rate sheets, and seasonal availability.
Administrative & Process Support
- Prepare travel documents such as daily schedules, welcome notes, etc.
- Manage internal operational systems, calendars, and confirmations.
- Support the operations team in improving workflows, documentation, and standard operating procedures.
Cross-Functional Support
- Collaborate closely with Travel Designers, Sales, and Finance team members to ensure smooth handovers and accurate billing.
Requirements
- Experience in travel operations, hospitality, or logistics preferred (Japan travel experience a plus).
- Strong organizational skills and exceptional attention to detail.
- Ability to manage multiple tasks and shifting priorities in a fast-paced environment.
- Excellent communication skills (written and verbal).
- Problem-solving mindset with a proactive, client-first approach.
- Japanese business to native language a must.
- Conversational to business English preferred.
- Foreign applicants must have valid visa for Japan.
Personal Qualities
- Positive, collaborative, and solution-oriented.
- Calm under pressure and able to troubleshoot unexpected issues.
- Passion for travel, hospitality, and creating exceptional guest experiences.
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