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Email Coordinator

Assist World Agency Entry Admin & Virtual Assistance

Guest-facing email coordination role at a luxury travel company, handling guest/hotel communication, rate checking, and inbox management. Remote, full-time, with specific shift requirements.

Can a South African apply?

The employer’s own job board lists this role’s eligible location as:

Philippines, South Africa (Remote)

Taken from the structured location field on the employer’s job board, not from the wording of the advert, when we last checked it on 2026-09-27. Employers change eligibility without notice — the employer’s page is the authority, not this one.

What it pays

Not published. This posting states no figure, and we do not estimate one. Ask during the first conversation.

The full posting

Reproduced from the employer’s own listing, unedited.

Read the posting in full · 684 words

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.

REQUIREMENTS

Why Join Assist World?

100% REMOTE $50 birthday bonus $200 testimonial bonus $500 entry monthly raffle NO TRACKER. NO PROBLEM

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