Assist World

Email Coordinator

marketingfull-timePhilippines

SALARY

Not listed

WORK TYPE

remote

JOB TYPE

full-time

INDUSTRY

general

Apply for this position

✦ AutoApply Let us apply to roles like this on your behalf.

Learn more

About the role

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.