Charter Booking & Administration Coordinator

Role Overview

• Manage incoming booking inquiries for charter services via phone, email, and other communication channels.
• Prepare, issue, and follow up on quotations for charter bookings in a timely and accurate manner.
• Coordinate and schedule charter bookings, ensuring all details are confirmed and recorded correctly.
• Liaise with customers regarding availability, pricing, booking terms, service inclusions, and general charter information.
• Maintain accurate booking schedules, calendars, and internal systems to ensure smooth operational planning.
• Communicate with internal teams, drivers, operators, or service personnel to confirm schedules and booking requirements.
• Process booking confirmations, amendments, cancellations, and related administration tasks.
• Ensure all customer information, booking details, and supporting documentation are accurately recorded and filed.
• Monitor booking pipelines and follow up on outstanding quotes, tentative bookings, and customer queries.
• Provide day-to-day administrative support across charter operations and related business functions.
• Assist in preparing reports, booking summaries, schedules, and other operational administration requirements.
• Manage multiple bookings, customer requests, and competing priorities while maintaining accuracy and service quality.
• Support the delivery of a high standard of customer service by ensuring clear, professional, and prompt communication.
• Identify scheduling conflicts, booking issues, or service gaps early and escalate where required.
• Work closely with management and operations staff to ensure charter services are delivered efficiently and in line with client expectations.
• Contribute to process improvement across booking, scheduling, and administration workflows.

Requirements

• At least 2
• 3 years of experience in bookings, scheduling, administration, customer service, or a similar coordination-based role.
• Strong verbal and written communication skills with the ability to deal professionally with customers and internal stakeholders.
• Demonstrated ability to manage multiple priorities and work across several bookings or tasks at the same time.
• High level of organisation and attention to detail, particularly when handling schedules, quotations, and booking records.
• Ability to work in a fast-paced environment and remain calm under pressure.
• Strong problem-solving skills and the ability to respond quickly to changes in bookings or scheduling requirements.
• Confidence in discussing pricing, preparing quotes, and handling booking-related customer conversations.
• Competent administration skills, including data entry, document management, and maintaining accurate system records.
• Strong time management skills with the ability to meet deadlines and follow through on outstanding matters.
• Proficiency in Microsoft Office and experience using booking, scheduling, CRM, or administrative systems.
• Ability to work both independently and collaboratively as part of a broader operations or administration team.
• Customer-focused mindset with a commitment to providing a high level of service and responsiveness.
• Professional manner, reliability, and accountability in handling customer and business information.
• Experience in transport, charter services, travel, logistics, or service-based scheduling environments will be highly regarded.

Benefits

• Work setup – Work from home
• Mon
• Fri: 7:00 AM – 4:00 PM PHT (adjustments will be made for daylight saving time)
• HMO with 1 free dependent and medical reimbursements
• Government-mandated benefits
• Work from home allowances
• Opportunities to work with leading companies in Australia and beyond
• Training programmes for career development
• Engaging company outings, team activities and wellness sessions
• Supportive, inclusive culture
• Dedicated managers focused on your growth and success