Looking for a job in ocean conservation or ecotourism? You’re in the right place. Review current opportunities below and apply to join Oceanic Society’s dynamic team.

Current Job Openings

Travel Operations Coordinator – Application Period Has Ended

Job Title: Travel Operations Coordinator
Location: Remote (U.S.)
Status: Full-time, salaried
Salary Range: $55,000-65,000 per year, plus benefits
No Longer Accepting Applications

The Opportunity

Oceanic Society seeks a highly organized Travel Operations Coordinator to join our travel team and anchor the operational foundation of our growing Expeditions program. Reporting to the Conservation Travel Manager and working as part of a small team, you will own the process-driven work that keeps trips running smoothly: payment processing, traveler documentation, vendor coordination, and trip-by-trip logistics. You will be the person who knows where every detail stands across our trips at any given moment, and you will be the person travelers, vendors, and teammates trust to get the details right.

Founded in 1969, Oceanic Society is America’s first nonprofit established to protect the world’s oceans. Our Expeditions program organizes and leads 70+ small-group trips (6-16 participants) per year to 15+ international destinations (Palau, Raja Ampat, Mexico, the Galápagos, Tonga, Fiji, Kenya, Belize, and more), serving approximately 650 travelers annually. Every expedition supports our ocean conservation mission, funding conservation work through our Expedition Impact Program and creating a new generation of ocean advocates. Your work will shape the experience of every traveler we serve and support our charitable mission to improve ocean health.

If you are unusually detail-oriented, energized by systems and processes, and care about ocean conservation, this is a role designed for you.

Every day you’ll be:

  • Managing the logistics data behind 20+ active expeditions — traveler details, flights, room and cabin assignments, dietary and medical needs, and payment status.
  • Advising travelers on international flights, hotels, visas, and trip preparation, and resolving their questions by email and phone.
  • Working with in-country partners and vendors to evaluate, secure, and confirm arrangements across multiple time zones.
  • Tracking and reconciling traveler payments, invoices, refunds, and outgoing wire transfers in collaboration with our finance team.
  • Collecting and verifying required traveler documentation ahead of departure deadlines.
  • Identifying and implementing better ways to run our recurring workflows.
  • And more…

Job Duties

Trip Logistics Coordination and Data Management (~40%)

  • Maintain 20+ active per-trip Google Sheets: traveler details, inventory, flight data, room and cabin assignments, dietary and medical notes, and payment status, keeping them current and accurate
  • Review and advise on international flight bookings for travelers across the active trip portfolio
  • Work with in-country partners to identify, evaluate, and reserve local hotel and flight options for clients across select trips
  • Review, update as needed, and distribute pre-trip preparation guides and itineraries to travelers; coordinate pre-trip videoconferences on schedule
  • Maintain and update FAQ sheets across the trip portfolio
  • Coordinate with in-country partners and vendors on manifests, transfers, and logistics confirmations

Traveler Documentation and Customer Service (~35%)

  • Collect, verify, and track all required traveler documents — passports, travel insurance, health forms, dietary needs, and dive certifications
  • Respond to inbound questions from booked travelers by email and phone (packing, flights, hotel options, visa guidance)
  • Research and distribute current visa information and entry requirements in advance of departures
  • Follow up proactively with travelers who have outstanding documents ahead of trip deadlines
  • Compile post-trip feedback from travelers, guides, and staff, and recommend improvements to logistics, accommodations, and vendor performance
  • Provide supportive, knowledgeable service that makes travelers feel confident and cared for
  • Communicate Oceanic Society’s travel-related conservation initiatives to booked travelers, strengthening their connection to ocean conservation

Payment Processing and Financial Administration (~15%)

  • Monitor, process, and log all incoming payment notifications from Checkfront
  • Issue and resend invoices and receipts to travelers on request
  • Work with the finance team to process refunds and to communicate trip changes and cancellations
  • Coordinate with the finance team on outgoing wire transfers to international operators; confirm receipt

Internal Coordination and Systems (~10%)

  • Coordinate cross-functionally with accounting, marketing, and conservation programs as needed
  • Evaluate recurring workflows and implement improvements — better checklists, smarter tools, fewer manual steps
  • Research and recommend tools and automations that improve team efficiency
  • Support the travel team’s HubSpot data hygiene (deal records, contact records, document attachments) in partnership with the Conservation Travel Manager
  • Maintain interest list and waitlist data

Skills & Qualifications

Required: A successful applicant will possess all of the following required skills and qualifications.

  • Exceptional attention to detail. This is the defining requirement of the role. You catch errors others miss, you enjoy reconciling numbers and cross-checking documents, and you take pride in accuracy.
  • Strong organizational skills. You can manage 20+ active trips at different stages, with hundreds of small tasks, and reliably know what is due when.
  • Minimum of 2-4 years of experience in an operations, coordination, logistics, or administrative role
  • Comfort with systems and tools. Spreadsheets (Google Sheets/Excel), CRM platforms (HubSpot or similar), booking platforms (Checkfront or similar), email, and document storage. You learn new systems quickly.
  • Excellent written and verbal communication. Clear, warm, and professional. You write traveler-facing emails that build confidence, and you speak comfortably by phone with travelers and international vendors.
  • Customer service orientation. You treat travelers as people, not bookings, and you respond promptly and thoughtfully.
  • Sound judgment and self-direction. This is a remote role at a small nonprofit. You exercise judgment on day-to-day operational decisions, manage your own time, prioritize effectively, and ask for help when you need it.
  • Commitment to Oceanic Society’s mission. You care about ocean conservation and want your day-to-day work to advance it.

Preferred:

  • Prior experience in travel operations, expedition or tour operator coordination, or hospitality administration
  • Familiarity with international travel logistics — visas, in-country flights, and vendor relationships across multiple time zones
  • Personal or professional travel experience, particularly in snorkeling, diving, or wildlife travel contexts
  • Background in nonprofit operations or conservation
  • Passion for nature and ocean conservation

Key Tools: Familiarity with the following key tools (or similar) is preferred.

  • Google Workspace, particularly Google Sheets
  • Checkfront (booking and reservations)
  • HubSpot (CRM & Sales)

Compensation & Benefits

  • Salary of $55,000-65,000 per year, commensurate with experience
  • Health, dental, vision, and life insurance; retirement plan; paid time off
  • Remote work environment; must be based in the U.S., with occasional travel for in-person team meetings
  • Small, mission-driven team where your work directly supports ocean conservation outcomes
  • Some flexibility for occasional after-hours coordination during active trip departures
  • Occasional opportunity to join an expedition (familiarization travel)

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