Vendor Operations & Payments Coordinator

VIP Traveler

VIP Traveler is seeking a highly organized and detail-oriented Vendor Operations & Payments Coordinator to support the operational and financial management of our hotel, resort, and travel partner network.

This role is responsible for helping ensure that vendor payments, booking reconciliations, and partnership financial records are accurate, organized, and up to date. The ideal candidate is highly analytical, comfortable working with spreadsheets and operational systems, and capable of managing a large volume of moving pieces across multiple bookings and vendors.

This position plays an important role in maintaining strong vendor relationships while ensuring operational accuracy across VIP Traveler’s booking and payment workflows.

About VIP Traveler

VIP Traveler partners with leading luxury hotels and resorts to create curated travel campaigns and booking opportunities for an affluent traveler audience. Our business relies on close coordination with hospitality partners, accurate booking management, and timely vendor reconciliation across a wide range of travel experiences and services.

Role Overview

The Vendor Operations & Payments Coordinator will oversee the tracking and coordination of vendor-related financial activity tied to bookings and partnership programs. This includes calculating amounts owed to vendors, tracking payment status across booking components, communicating with vendors regarding invoices and discrepancies, maintaining accurate records, and assisting with reporting and reconciliation processes.

The role combines operational coordination, vendor communication, reconciliation work, and administrative finance support.

Key Responsibilities

Vendor Payments & Reconciliation

• Calculate and track amounts owed to hotels, resorts, and other travel vendors
• Maintain accurate records of payment obligations across active and completed bookings
• Reconcile booking components, invoices, commissions, credits, and vendor balances
• Verify invoice accuracy and identify discrepancies or missing information
• Assist with processing and coordinating vendor payments

Booking & Liability Tracking

• Track payment status and outstanding balances across multiple vendors and booking components
• Maintain organized tracking systems for vendor liabilities and payment schedules
• Monitor aging balances and assist in ensuring timely resolution of outstanding items
• Prepare internal reporting related to vendor liabilities, payment status, and reconciliation activity

Vendor Communication & Issue Resolution

• Communicate directly with vendors regarding invoices, balances, payment confirmations, and discrepancies
• Investigate and dispute incorrect invoices or billing issues when necessary
• Coordinate with internal teams to resolve operational or financial discrepancies tied to bookings
• Help maintain strong and professional vendor relationships through responsive communication

Systems & Administrative Support

• Enter and maintain accurate payment and operational records within internal systems and CRM platforms
• Organize supporting documentation related to bookings, invoices, and vendor agreements
• Assist in improving operational workflows and reconciliation processes
• Support ad hoc operational and finance-related projects as needed

Qualifications

• Strong organizational skills and exceptional attention to detail
• Highly comfortable working with spreadsheets, data tracking, and reconciliation tasks
• Strong written and verbal communication skills
• Ability to manage multiple workflows and deadlines simultaneously
• Analytical mindset with strong problem-solving skills
• Professional and responsive communication style
• Self-starter with strong follow-through and accountability

Preferred Experience

• Prior experience in operations, accounts payable, bookkeeping, reconciliation, travel operations, hospitality operations, or vendor management
• Experience working with spreadsheets and financial tracking systems
• Hospitality, travel, or booking-related experience is a plus

Compensation & Growth

This role offers the opportunity to develop deep operational expertise within the luxury travel and hospitality industry. Over time, the position may grow into broader operational, finance, or vendor management responsibilities as VIP Traveler continues to expand.