Travel Desk Coordinator / Spa Receptionist / Materials Clerk -1

🌟 We’re Hiring: Travel Desk Coordinator / Spa Receptionist / Materials Clerk📍 Location: United Arab Emirates (Remote)🕒 Employment Type: Part-Time💼 Experience Level: Mid-Level to Senior🌐 Work Arrangement: Fully RemoteAbout UsWe are a professional travel, wellness, hospitality, and operations-support organization helping businesses coordinate travel services, spa and wellness experiences, materials administration, and daily operational workflows. Our teams connect travelers, guests, therapists, suppliers, warehouse teams, service providers, and management through organized processes and dependable customer service.We value professionalism, accuracy, confidentiality, organization, and service excellence. We are looking for a versatile professional who can support travel-desk activities while providing polished spa reception services and reliable materials coordination.The RoleWe are seeking an experienced Travel Desk Coordinator / Spa Receptionist / Materials Clerk to support corporate and leisure travel administration, spa reception, appointment coordination, materials records, inventory support, supplier communication, and general operations.The ideal candidate is organized, approachable, detail-oriented, and comfortable managing customer requests, travel documentation, appointments, inventory records, and multiple priorities.Key ResponsibilitiesCoordinate approved travel requests, bookings, itineraries, accommodation, transportation, and related travel services.Maintain accurate traveler profiles, booking references, destinations, dates, preferences, and supporting documentation.Prepare and distribute approved itineraries, confirmations, schedules, and travel information.Assist with booking changes, cancellations, rebookings, refunds, and travel amendments according to company procedures.Coordinate with travel agencies, airlines, hotels, transportation providers, venues, and corporate travel partners.Track travel requests, approvals, booking status, payments, and outstanding documentation.Assist travelers with routine itinerary inquiries and escalate complex travel, visa, safety, or emergency matters appropriately.Maintain confidentiality of passport information, employee details, payment information, and corporate travel records.Assist with travel invoices, receipts, expense documentation, booking summaries, and routine reconciliation activities.Prepare travel activity reports and maintain organized electronic and physical travel files.Welcome spa guests, members, clients, visitors, and service providers professionally.Manage spa appointments, reservations, check-in/check-out procedures, schedules, guest profiles, and routine inquiries.Coordinate appointment confirmations, cancellations, rescheduling, treatment availability, and customer requests.Provide approved information regarding treatments, facilities, schedules, membership options, packages, policies, and services.Coordinate with therapists, wellness practitioners, managers, housekeeping, facilities, finance, and customer-service teams.Maintain accurate guest records, appointment calendars, attendance logs, service notes, and reception documentation.Handle calls, emails, messages, and routine customer inquiries with professionalism and discretion.Assist with payment collection, receipts, approved refunds, membership administration, and basic billing requests where required.Maintain a welcoming, organized, clean, and professional spa reception environment.Escalate complaints, medical concerns, emergencies, privacy matters, or sensitive guest requests to authorized personnel.Receive, inspect, organize, label, and record materials, supplies, equipment, and consumable items.Verify materials against purchase orders, delivery notes, packing lists, invoices, and approved specifications.Record item descriptions, codes, quantities, units, locations, suppliers, receipt dates, and storage information accurately.Conduct routine material counts, stock checks, and inventory reconciliations.Identify damaged, missing, incorrect, expired, or excess materials and document discrepancies.Maintain material registers, stock cards, inventory trackers, inspection records, and movement logs.Assist with material issuance, transfers, returns, replenishment, and storage activities.Coordinate with procurement, warehouse, logistics, suppliers, finance, maintenance, spa, and operations teams.Monitor material levels and notify relevant personnel of low-stock or replenishment requirements.Assist with barcode scanning, labeling, shelving, stock rotation, and storage-area organization where required.Maintain appropriate storage conditions and ensure materials are organized and readily identifiable.Assist with deliveries, receiving documentation, supplier follow-ups, and material-related administrative tasks.Prepare daily, weekly, and monthly reports covering travel activity, spa appointments, materials movements, inventory levels, and outstanding tasks.Maintain organized electronic and physical files for travel, guest, appointment, supplier, inventory, and materials documentation.Support internal audits, inventory counts, service evaluations, document reviews, and operational quality checks.Protect confidential customer, traveler, employee, payment, health-related service, supplier, and commercial information.Follow company travel policies, hospitality standards, spa procedures, inventory controls, workplace safety requirements, data-protection standards, and applicable UAE regulations.Escalate significant travel issues, customer complaints, safety concerns, inventory discrepancies, or operational problems promptly.Identify opportunities to improve travel coordination, guest experience, materials accuracy, inventory visibility, and operational efficiency.RequirementsBachelor’s degree or equivalent qualification in Business Administration, Travel Management, Hospitality, Logistics, Supply Chain, Wellness Management, or a related field is preferred.3+ years of professional experience in travel coordination, hospitality, spa or wellness reception, inventory control, materials administration, or operations is preferred.Experience across two or more of travel administration, spa reception, appointment coordination, materials management, inventory control, or operations is advantageous.Strong understanding of travel administration, customer service, appointment management, inventory records, and materials coordination.Familiarity with travel-booking systems, spa-management software, POS systems, inventory platforms, or ERP systems is advantageous.Excellent spoken and written English communication skills.Additional languages such as Arabic, Hindi, Urdu, Mandarin, French, or Russian are advantageous.Professional, polished, approachable, discreet, and customer-focused manner.Exceptional attention to detail when handling travel dates, booking references, guest information, appointments, material codes, and inventory quantities.Strong organizational, numerical, multitasking, prioritization, and follow-up skills.Ability to manage confidential information responsibly.Strong communication, coordination, observation, and problem-solving skills.Proficiency in Microsoft Excel, Word, Outlook, Google Workspace, CRM, ERP, POS, travel, and inventory systems.Advanced Excel skills, including PivotTables, lookups, filters, and reconciliation techniques, are advantageous.Experience with SAP, Oracle, Microsoft Dynamics, Odoo, Salesforce, Amadeus, Sabre, or comparable platforms is advantageous.Familiarity with WMS, barcode systems, appointment platforms, spa-management software, visitor-management systems, or digital inventory tools is advantageous.UAE or GCC experience in travel, aviation, luxury hospitality, wellness, retail, logistics, facilities management, or corporate services is advantageous.Travel, hospitality, wellness, logistics, inventory, or administrative certifications are advantageous but not required.What We OfferFlexible part-time remote working opportunities within a professional travel, wellness, hospitality, and operations-support environment.Competitive compensation aligned with experience in travel coordination, spa reception, customer service, materials administration, and inventory support.Opportunity to develop expertise across travel operations, guest experience, wellness services, appointment coordination, materials management, inventory control, and business administration.Exposure to travelers, VIP guests, spa professionals, suppliers, warehouse teams, logistics providers, finance departments, and corporate stakeholders.Professional development opportunities and continuous learning in travel technology, hospitality systems, customer experience, inventory platforms, and operational processes.A collaborative environment where professionalism, accuracy, confidentiality, responsiveness, organization, and service quality are highly valued.