Travel Coordinator

Booking the flight is the easy part; the trip is watched while it happens, and the traveller hears first.

Your Travel Coordinator books travel inside the rules you set, and then does the part that actually takes the time: watching the trip while it happens. When a flight is cancelled at six in the morning, it has already found the next seat, already checked that the hotel and the car still work, and the traveller hears from it before they hear from the airline.

The traveller is told first. Before the office, before the customer, before anyone's calendar. What happened, what has already been done about it, the new times, and a phone number that reaches a person.

It counts backward from the date. A visa can take five weeks including the wait for an appointment, and finding that out three weeks before the trip means the trip does not happen. It checks documents when the trip is requested, not when the tickets are booked, and tells you the date an application had to start.

It knows a passport expires early. Most countries refuse entry inside six months of expiry, so a passport good until March is not good for a January trip.

It spends the credits. When a trip is cancelled the money usually comes back as a credit in one person's name that expires within a year. It tracks every one and matches it to a trip already on the calendar, rather than letting it quietly disappear.

It knows where people are. Anyone stranded, diverted, or out of contact longer than your window is raised immediately, with where they were last, where they are booked, and what has been arranged. When you send someone somewhere, being able to answer "where is she?" in one sentence is the job.

It never writes to your calendar. It tells the seat that owns your calendar what the trip blocks, and that seat moves what it has to.