Reservations Specialist
Gem Worldwide | Woodbridge, NJ
Full-Time | In-Office | Career Growth into Groups & Events
About Gem Worldwide
Gem Worldwide is a family-owned, WBENC-certified chauffeured transportation company headquartered in Woodbridge, NJ. Since 1976, we have provided executive transportation, airport transfers, event logistics, roadshows, and group transportation services for Fortune 500 companies, travel management companies, event planners, and private clients worldwide.
We are seeking a detail-oriented and proactive Reservations Specialist to join our growing team. This role is ideal for someone with experience in ground transportation, corporate travel, hospitality, or logistics who enjoys coordinating complex movements, communicating with clients, and ensuring every reservation is executed flawlessly.
This position offers a clear growth path into our Groups & Events department, where you will have the opportunity to support conferences, roadshows, corporate shuttles, weddings, and large-scale transportation programs.
Key Responsibilities
- Manage reservations from initial request through trip completion.
- Book and coordinate airport transfers, executive transportation, VIP service, roadshows, hourly charters, and group movements.
- Respond promptly to reservation inquiries via phone, email, and ticketing systems while delivering exceptional customer service.
- Monitor flights, delays, and schedule changes to proactively adjust transportation arrangements.
- Coordinate with dispatchers, chauffeurs, fleet personnel, and third-party transportation partners to ensure seamless service delivery.
- Create and manage manifests, vehicle assignments, chauffeur briefings, and transportation logistics for group programs and events.
- Maintain accurate reservation records, traveler profiles, billing instructions, and special service requests.
- Process quotes, confirmations, modifications, cancellations, and account-specific requests.
- Utilize GPS, Google Maps, and transportation software to optimize routing and service planning.
- Monitor vehicle availability, maintenance schedules, and Hours of Service compliance where applicable.
- Ensure reservation details are properly documented and communicated across all departments.
- Follow established operational procedures and escalation protocols while identifying opportunities for process improvement.
Systems & Technology
Experience with any of the following is preferred:
- Santa Cruz Reservation System
- Limo Anywhere
- Concur
- Microsoft 365 (Outlook, Teams, Excel)
- Freshdesk or similar email ticketing platforms
Qualifications
- 2+ years of experience in ground transportation reservations, corporate travel, hospitality, logistics, travel management, or related operations.
- Direct experience with chauffeured transportation reservations is strongly preferred.
- Excellent verbal and written communication skills.
- Professional phone etiquette and experience handling multi-line phone systems.
- Strong organizational skills with exceptional attention to detail.
- Accurate data entry and record-keeping abilities.
- Ability to prioritize multiple tasks in a fast-paced environment.
- Experience coordinating group transportation, roadshows, conferences, weddings, or shuttle operations is a plus.
- Familiarity with EWR, JFK, LGA, TEB, MMU, PHL, and the NYC metropolitan area is preferred.
- Must be able to work full-time in our Woodbridge, NJ office.
What We Offer
- Career growth into our Groups & Events division.
- Exposure to Fortune 500 corporate travel programs.
- Opportunity to work with leading travel management companies, including Amex GBT, BCD Travel, Direct Travel, and World Travel.
- Stable, family-owned company with nearly 50 years of industry leadership.
- Collaborative team environment with direct access to company leadership.
- Professional development and advancement opportunities.
Schedule
Full-time, in-office position based in Woodbridge, NJ. Occasional schedule flexibility may be required to support major events, group movements, and client needs.
Apply Today
Please email your resume to jjgulino@gemlimo.com
Subject Line: Reservations Specialist – [Your Name]
Applications are reviewed on a rolling basis.
Pay: $25.75 - $31.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
