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. 

● 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.