Talent & Guest Travel Coordinator
The Talent & Guest Travel Coordinator is responsible for managing all travel logistics for talent, guests, and key contributors across Playmaker podcasts and shows. This role ensures seamless, efficient, and cost-effective travel experiences, supporting production schedules while providing a high-touch, professional experience for all travelers. We will only consider applications in English with an English CV.
Key Responsibilities
Travel Booking & Logistics
● Book and manage all flights, hotel accommodations, and ground transportation (car services, rentals, rideshare) for talent and guests.
● Coordinate travel based on production schedules, shoot locations, and talent availability.
● Monitor travel itineraries and proactively adjust bookings for delays, cancellations, or schedule changes.
Communication & Coordination
● Serve as the primary point of contact for talent and guests regarding travel details.
● Distribute clear itineraries, confirmations, and arrival instructions in advance of travel.
● Coordinate with production, talent managers, and on-site teams to ensure alignment.
● Must have iMessage
Budget & Cost Management
● Source the most efficient and cost-effective travel options while maintaining comfort and reliability.
● Track travel expenses and ensure bookings align with approved budgets. ● Submit invoices, receipts, and expense documentation in a timely manner.
Vendor & Partner Management
● Work with airlines, hotels, and car service providers to secure preferred rates and reliable service.
● Maintain relationships with trusted travel vendors and on-the-ground transportation partners.
Problem-Solving & Support
● Troubleshoot travel issues in real time, including missed flights, delays, rebookings, and last-minute changes.
● Provide on-call support during active travel and production days as needed.
● 2+ years of experience coordinating travel, logistics, or operations (media, entertainment, sports, or events preferred).
● Strong attention to detail and organizational skills.
● Ability to manage multiple itineraries simultaneously in a fast-paced environment.
● Excellent written and verbal communication skills.
● Calm, solution-oriented mindset when handling last-minute changes.
● Proficiency with travel booking platforms and expense tracking tools.
● Flexible schedule with availability outside of standard business hours when productions require.
Preferred Skills
● Experience working with talent, executives, or high-profile guests.
● Familiarity with podcast, production, or live event workflows.
● Knowledge of travel policies, contracts, and vendor negotiations.