Travel Operations Coordinator
Location: Remote
Type: Full-time, Virtual
Position Summary
The Travel Operations Coordinator plays a key role in bringing Ma’wa Collective’s trips and events to life by managing all operational logistics from start to finish. This position ensures every detail—accommodations, destinations, transportation, bookings, and on-the-ground coordination—is organized, accurate, and aligned with Ma’wa’s standards of safety, comfort, and sisterhood. This position reports to our Director of People and Organizational Strategy.
Working closely with our trip leader workforce, the Travel Operations Coordinator provides the operational foundation that allows each trip to flourish. Collaborating with our Customer Experience & Admin specialist, they will ensure every trip is thoughtfully planned, well-supported, and deeply aligned with Ma’wa’s mission and goals through operational efficiency.
The ideal candidate is highly organized, proactive, and thrives in dynamic environments where precision and communication are key. They will oversee all logistical aspects of our group adventures, from researching and securing vendors to confirming final itineraries and ensuring everything is ready for participant arrivals.
Key Responsibilities
1. Trip Planning & Logistics Management (Primary Focus)
Identify and research national parks and outdoor destinations, aligning trips with the best seasons for travel and optimal weather conditions.
Research and secure accommodations, transportation, and activities for each destination
Improve existing itineraries using feedback from previously led trips
Develop detailed and well-rounded trip itineraries that cater to beginner, intermediate, and advanced adventurers that balance adventure and reflection, aligning with Ma’wa Collective’s values.
Coordinate all bookings, payments, and confirmations with vendors and partners.
Work with trip leaders to ensure every logistical detail (meals, transfers, itineraries) is accurate and finalized before departures.
Maintain organized systems for trip timelines, checklists, and operational documentation.
2. Vendor & Partner Coordination
Build and maintain relationships with accommodations hosts, guides, drivers, and local operators
Track contracts, deposits, and due dates across multiple trips
Communicate updates and logistics to vendors and internal teams in a timely manner
3. Operational Readiness & Trip Execution
Prepare and update trip itineraries, rooming lists, and leader packets
Ensure all logistics are ready for arrivals and smooth on-the-ground execution
Anticipate and resolve potential issues to maintain a seamless guest experience
Serve as on-call point of contact during select weekends to provide remote support during Ma’wa trips.
Qualifications
2+ years experience in travel operations, event coordination, logistics management, or a related role
Effective at managing multiple and overlapping tasks while meeting established deadlines
Strong organizational and project management skills with exceptional attention to detail
Proven ability to manage multiple trips or projects simultaneously and meet tight deadlines
Excellent written and verbal communication skills
Proficiency with tools like Google Sheets/Docs, Asana (or other project management platforms), and booking systems
Experience negotiating with vendors and managing contracts or invoices
Comfortable working across time zones and with international partners
Ability to problem-solve quickly and stay calm under pressure
Required Documents & Information
Resume (required)
Completed assessment (required)
Cover letter (optional)
Compensation is commensurate with experience, skills, and qualifications relevant to the Travel Operations Coordinator role. Ma’wa Collective also offers flexible scheduling, fully remote work, opportunities for travel with our team, and the opportunity to grow alongside a supportive, mission-driven team culture.
