Travel Operations Coordinator

About The Role

We're seeking a highly organized Travel Operation Coordinator to support our growing portfolio of travel advisor educational experiences. This role is essential to scaling our program operations, handling high-volume administrative tasks, and ensuring seamless communication with hundreds of travel advisors across multiple concurrent programs.

You'll work closely with our Travel Operations team to manage day-to-day operational execution, allowing our strategic team to focus on program development, partner relationships, and data-driven optimization. This is an ideal opportunity for someone who thrives in fast-paced, start-up environments, excels at managing multiple concurrent projects, and takes pride in flawless execution of detailed processes.

About Our Familiarization (Fam) Program

Our Fam program connects travel advisors with immersive destination experiences, partner properties, and industry education opportunities. We manage 60+ programs annually, ranging from destination-specific trips to property showcases and industry events. This role is critical to ensuring smooth operations as we scale to serve our growing advisor community.

Key Responsibilities

Familiarization (Fam) Trip Planning

• Work with selected partners to organize and confirm Fam trips (usually multiple partners per trip) including scheduling in conjunction with our Fora’s programming calendar
• Record all Fam programming in the appropriate project management system for visibility across departments and easy tracking
• Track confirmations and assure comprehensive and seamless provision of services
• Create itineraries for the Fam trips
• Reconfirm all services prior to departure 
• Assist with the selection of advisors for each program and the selection of Fora HQ leads

Advisor Communication & Selection Management

• Manage individualized email campaigns for every Fam selection, waitlist notification, and denial across 60+ annual programs
• Create and send customized Fam Hub announcements with trip-specific details for each opportunity
• Follow up with every advisor (selected, waitlisted, or denied) with opportunity specific stats, ensuring timely, professional communication
• Monitor and respond to forum comments, direct messages, and WhatsApp communications from advisors

Program Operations & Content Management

• Track and ensure accurate Partner Fam information submission and maintenance
• Manage Fam subledger and process invoicing for both advisor and HQ expenses
• Update and refresh Fora Fam itineraries in internal software systems
• Create and maintain lookbooks and operational dashboards for HQ leadership
• Manage Canva templates and create program-specific graphics (applications closed posts, announcements, etc.)

Data Tracking & Reporting Support

• Maintain accurate records across all Fam programs and selection cycles
• Support data analysis projects for program performance and 2026 planning
• Ensure data integrity across multiple tracking systems
• Assist with reporting requirements for leadership team

Requirements

• 2+ years of experience in travel planning, event management, or a similarly operational, customer-facing role
• Strong program coordination, operations, or administrative experience managing high-volume communications
• Exceptional organizational skills with a proven ability to manage 50+ concurrent projects while maintaining accuracy and follow-through
• Excellent written communication skills, with the ability to maintain a warm, clear, and professional tone across all advisor- or customer-facing touchpoints
• Advanced proficiency with email marketing platforms, spreadsheets, and project management tools
• Experience using Canva or similar design tools to create basic marketing or program materials
• Meticulous attention to detail, including accuracy in data entry and financial or operational tracking
• Ability to thrive in fast-paced environments with shifting priorities and frequent deadlines
• Self-starter mindset with strong independent problem-solving skills
• Process-oriented approach, with demonstrated ability to build systems that reduce errors and improve efficiency
• Ability to remain calm under pressure while managing multiple urgent priorities
• Collaborative working style, with an understanding of how strong execution enables broader team goals

Strongly Preferred

• Experience in the travel industry, hospitality, or event coordination environments
• Familiarity with community management or advisor-facing communications
• Background in financial reconciliation, expense tracking, or operational reporting
• Experience with automation or no-code tools such as Zapier, Airtable, or similar platforms
• Understanding of travel advisor business models and workflows
• Demonstrated adaptability when launching new programs or responding to evolving priorities

Compensation

Compensation for this role varies based on experience, with an indicative range of $60K–$90K + equity. Final compensation will depend on the level at which the candidate is hired, as we’re considering multiple levels for this role.

Additional benefits include:

• Unlimited vacation
• Health Insurance (including an option completely covered by Fora HQ)
• Dental & Vision Insurance
• Wellhub Memberships
• 401k plan with company match
• Commuter Benefits
• Supplemental Life Insurance
• Stock Options

This role is based in our beautiful New York City office (Tribeca/Fidi) with lots of natural light and great views.