Flights, hotels and itineraries without the tabs
AssistBPO's travel booking virtual assistant researches, books and manages business travel inside your policy. Flights, hotels, ground transport, visas and one clean itinerary, then handles the changes and captures the expenses.
- Executive & admin
- Employed, screened, managed
One named assistant, employed by the group, working your hours, with a backup who can rebook a canceled flight while you are in the air.
What does a travel coordinator virtual assistant do?
A travel coordinator virtual assistant plans and books business trips remotely: comparing fares and hotels against a written policy, booking on your loyalty accounts, building a single itinerary with confirmations and addresses, arranging airport transfers and visas, monitoring for delays, rebooking when plans change and collecting receipts for expense claims. The traveler gets one document and one person to message.
· Reviewed by Issabela Masters
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Travel coordination: what we do and how it runs
A travel coordinator virtual assistant plans and books business trips remotely: comparing fares and hotels against a written policy, booking on your loyalty accounts, building a single itinerary with confirmations and addresses, arranging airport transfers and visas, monitoring for delays, rebooking when plans change and collecting receipts for expense claims. The traveler gets one document and one person to message.
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What it is
A travel coordinator virtual assistant plans and books business trips remotely: comparing fares and hotels against a written policy, booking on your loyalty accounts, building a single itinerary with confirmations and addresses, arranging airport transfers and visas, monitoring for delays, rebooking when plans change and collecting receipts for expense claims. The traveler gets one document and one person to message.
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What you get
Flights, hotels, cars and itineraries booked within your travel policy
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How it runs
Changes, cancellations and refunds handled without you on hold
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Match
A 20-minute call on who travels, how often, where, your policy (or the one you have in your head), the loyalty programs and the card. Within 72 hours we propose a named assistant with corporate travel experience, plus a trained backup.
05 / 06 -
A named assistant, a backup and a team lead
In your hours, inside your tools, with a reply from a person within 1 business day. Call +1-657-777-0006 or ask for a staffing plan.
Get a staffing plan 06 / 06
Who is the travel coordination desk for?
- Founders and executives who travel monthly
- Two or more trips a month is 10 hours of tabs, holds and receipts. Hand it to someone who does nothing else during those hours.
- Sales teams on the road
- Reps who should be in meetings, not on airline hold lines. A shared travel desk books for the whole team under one policy and one card.
- Consultancies and agencies billing travel to clients
- Every booking tagged to a project, every receipt filed, so travel lands on the client invoice instead of your margin.
- Companies without a corporate travel agent
- You are too small for a managed travel program but too busy for self-booking. A named assistant is the middle option.
What does the travel coordination service include?
These 12 tasks are what AssistBPO's travel coordination desk handles as standard for a founder or executive.
- Trip research with two or three costed options inside your policy
- Flight, hotel, rail and car booking on your accounts and loyalty numbers
- One itinerary per trip with confirmations, addresses, times in local zone
- Airport transfers, parking and lounge access arranged
- Visa, ESTA, eTA and passport validity checks before booking
- Seat, meal and room preferences applied every time
- Delay and cancellation monitoring during travel days
- Rebooking, refunds and credit tracking when plans change
- Calendar blocks for travel time, with flight details in the event
- Receipt capture and expense report preparation for your accountant
- Group travel for offsites and conferences with rooming lists
- Monthly travel spend summary by traveler and project
Deliverables and KPIs
AssistBPO reports 6 measures on the travel coordination desk: what lands on your desk, what we count, and how often you see the number.
| Deliverable | KPI we report | Cadence |
|---|---|---|
| Costed options within 24 hours of a request | Options delivered on time, within policy | Per trip |
| Single itinerary per trip | Itinerary sent at least 48 hours before departure | Per trip |
| Changes handled during travel | Rebooking completed, traveler informed within the hour | As needed |
| Expense pack per trip | Receipts matched to bookings, submitted within 5 days | Per trip |
| Unused credits and refunds tracked | Credits applied before expiry | Monthly |
| Travel spend report | Spend by traveler, project and policy exceptions | Monthly |
KPIs are what we measure and report, agreed per engagement in the weekly review. Service-level commitments are set in your agreement, not on this page.
How does the travel coordination desk work?
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Match
A 20-minute call on who travels, how often, where, your policy (or the one you have in your head), the loyalty programs and the card. Within 72 hours we propose a named assistant with corporate travel experience, plus a trained backup.
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Onboard
We write the travel policy down if it is not already, record traveler profiles (passport expiry, seat and hotel preferences, loyalty numbers, emergency contacts), set up shared calendar access and the booking accounts, and agree how requests arrive: a form, a Slack channel or a forwarded email.
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Daily rhythm
Requests acknowledged at the start of the shift, options returned within 24 hours, bookings confirmed and itineraries sent, travel days monitored for disruption, and an end-of-day report listing bookings made, changes handled and receipts captured.
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Weekly review
20 minutes with the team lead: trips in the next 30 days, open bookings, credits and refunds outstanding, policy exceptions and any traveler feedback. Monthly, the assistant reconciles travel spend against the card statement.
Hours, coverage and models
AssistBPO staffs the travel coordination desk on 3 models. Booking and changes handled in your business hours from the group's two offices; travel-day monitoring can extend into evenings by arrangement. Australian Eastern shifts are available on request.
- Travel desk as part of a full-time executive assistant, 160 hours a month
- Dedicated travel coordinator, 80 hours a month, for teams with 5 or more regular travelers
- Shared travel desk pod with evening cover on travel days
See what is staffed in your zone on the coverage clock.
What are the terms on the travel coordination desk?
The card, the contract terms and the travel coordination desk's own numbers, in one place.
| Specification | What you get |
|---|---|
| Focus, 20 hours a week | $800 a month, 80 hours |
| Dedicated, 40 hours a week | $1,600 a month, 160 hours |
| Managed Pod, three seats or more | From $4,800 a month |
| Evening, weekend or overnight cover | Tier rate plus 20 percent |
| Desk | Executive & admin desk |
| Standard schedule | Travel desk as part of a full-time executive assistant, 160 hours a month |
| Coverage | Booking and changes handled in your business hours from the group's two offices; travel-day monitoring can extend into evenings by arrangement. |
| Tools | 8 platforms, including Google Workspace, Microsoft 365, Slack |
| KPIs reported | 6 measures: monthly, per trip, as needed |
| Setup fee | None |
| Minimum term | Month to month, no lock-in |
| Notice | 30 days, to stop or to change hours |
| If the fit is wrong | Trained backup covers the desk the same day, re-match at no charge |
| Continuity | One named assistant, one named backup, one team lead |
| Who does the work | Employed by SS Support Network LLC, never freelancers or contractors |
These are rate-card starting points. What you pay depends on the hours, the desk and the coverage window, which is what the staffing plan sets. Rates improve as you add assistants. Your staffing plan states the rate for the number of seats you need. The rate card carries the other currencies, the add-ons and the six things that move a plan off it.
How much does travel coordination cost?
Plans start at $400 a month for 40 hours, at $10 an hour, and rates improve as you add assistants. Get a staffing plan within 1 business day.
What moves the plan
- Hours a week and whether the desk is dedicated or shared
- Phones: live answering needs a receptionist profile and a backup
- Coverage zone: business hours, after-hours, weekends or 24/7
- Tools and access to set up
- One person or a pod with a lead
What the market publishes
Other providers' published ranges, by market, so you have something to hold this against. These are not AssistBPO prices.
| Market | Published range | Source |
|---|---|---|
| United States | Virtual assistants average $19.45 an hour on PayScale and $27.15 an hour on Indeed; managed offshore assistants $640 to $2,400 a month full-time; premium US remote EA services $3,000 to $3,600 a month | PayScale and Indeed via Wishup, Cherry Assistant; Athena pricing via Nacho and Staffify roundups, 2026 |
| United Kingdom | UK virtual PAs £25 to £45 an hour; offshore full-time £900 to £2,000 a month against £3,000 to £5,000 for UK-based staff | SVA surveys and UK agency pricing pages, 2026 |
| Australia | Offshore managed assistants A$8 to A$35 an hour; onshore A$39.90 to A$65 an hour | Virtual Coworker, DotVA and Smart Staffing published pricing, 2026 |
| Canada | Canada-based assistants C$25 to C$60 an hour; managed offshore plans US$699 to US$899 a month | Virtual Gurus and VantaStaff published pricing, 2026 |
Security and compliance
- Employed, background-checked assistants under NDA; passport and traveler data handled under a written access rule
- Bookings made on a corporate card or virtual card with a limit; card numbers never stored by the assistant
- Loyalty and airline logins shared through a password manager, revocable at any time
- Traveler profiles kept in your systems, not on local devices, with MFA on every account
- Itineraries shared only with the traveler and the people you name
Full control list on the security page and country rules for calls, texts and email on the compliance page. Certifications are listed only when held.
Country rules for this service
AssistBPO makes outbound calls, texts and emails only with lawful consent and do-not-call scrubbing. Assistants never take card numbers. Country rules.
- US: card data stays with the card issuer and the airline; assistants never store full card numbers (PCI DSS)
- UK and EU travel: passport and personal data handled under a DPA with the international transfer addendum
- Australia: traveler data disclosed overseas for bookings falls under APP 8 and is limited to what the booking needs
Frequently asked questions
How much does a travel booking virtual assistant cost?
Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. For orientation, US virtual assistants average $19.45 an hour on PayScale and $27.15 on Indeed, managed offshore assistants publish $640 to $2,400 a month full-time, and UK virtual PAs charge £25 to £45 an hour (Wishup 2026 Industry Report; SVA surveys). Travel coordination is usually folded into an executive assistant plan, or bought as a dedicated 80-hour desk for teams with several travelers.
Do you book through a travel agency or directly?
Directly, on your accounts, unless you already have an agency or a booking tool such as TravelPerk or Navan, in which case the assistant works inside it. Direct booking keeps your loyalty points, your card and your refunds in your name. Where a fare is only available through a consolidator, the assistant tells you before booking. We do not earn commissions on bookings, so the options you get are the options that fit your policy.
What happens when a flight is canceled while I am traveling?
The assistant, or the backup outside the assistant's shift, is watching the flight. They rebook on the next best option within policy, update the itinerary, move the hotel and transfer if needed and message you the new plan before you have finished reading the airline notification. You approve anything that costs more than the threshold you set; below it, they just fix it.
How do you handle expenses and receipts?
Every booking confirmation and receipt is filed to a trip folder as it arrives, matched to the card transaction and turned into an expense report in your format, whether that is Expensify, QuickBooks Online, Xero or a spreadsheet. Missing receipts are chased with the hotel or airline. The report is submitted within five days of the trip ending, with project tags if you bill travel to clients.
Can you handle visas and entry requirements?
Yes. The assistant checks passport validity, visa and entry rules (ESTA, eTA, UK ETA, Australian ETA and similar), vaccination or insurance requirements and airline documentation rules before a booking is confirmed, and prepares the applications for your signature where one is required. What they cannot do is attend an embassy appointment for you, so those are booked into your calendar with everything you need to bring.
Will you follow our travel policy?
Yes, and if you do not have one written down we will draft it with you in onboarding: cabin class by flight length, hotel rate caps by city, advance booking windows, preferred carriers and the approval threshold for exceptions. Every option the assistant sends is marked in or out of policy, and exceptions are listed in the monthly spend report so finance sees them without chasing.
Can the assistant book personal trips too?
Yes. Many executives use the same assistant for family holidays, using a personal card and a separate profile so nothing mixes with company spend. The same policy logic applies: options, one itinerary, changes handled, receipts filed. If your company prefers to keep personal travel separate, the personal assistant service covers it under its own plan.
Do you arrange group travel for offsites and conferences?
Yes. The assistant collects traveler details through a form, books flights around each person's home airport, negotiates a room block where the hotel offers one, builds a rooming list and a master itinerary, and manages the changes that always come. For events with more than 25 travelers we pair the travel assistant with the event coordination desk.
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Next step
Your desk, staffed. Wherever you are.
Tell us what is overloaded. A named person replies within 1 business day with a staffing plan, and we propose your assistant within 72 hours.
Or call +1-657-777-0006 during US, UK or Australian business hours, or hear our demo receptionist.
- A named assistant proposed within 72 hours
- Employed, screened and managed staff, never freelancers
- Your hours, your tools, your data