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.

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.

Requirements

• 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.

Originally posted on Himalayas