Reservation & Sales Assistant (Part-Time)

Position: Reservation & Sales Assistant (Part-Time) Company: Varsity Travel Location: Remote Schedule: Monday–Friday, 3–4 hours per day (Flexible daytime hours) About Varsity Travel Varsity Travel is a Virginia based transportation provider specializing in safe, reliable, and professional charter bus and shuttle services. We proudly serve schools, universities, organizations, and private groups across the region, offering a wide range of transportation solutions from large charter buses to sedan and minivan shuttles. Position Overview We are seeking a detail-oriented, friendly, and organized Reservation & Sales Assistant to support our Reservations Manager with daily administrative and customer service tasks. This role is ideal for someone who enjoys helping customers, managing logistics, and ensuring trips run smoothly from start to finish. Each day in this position can look a little different — depending on company needs and current bookings, tasks may range from answering customer calls and entering trip requests to sending Certificates of Insurance, completing school vendor forms, or following up on trip contracts and deposits. Flexibility and attention to detail are key. Key Responsibilities Customer Support & Communication • Answer and return customer calls and emails in a professional and timely manner. • Gather trip details (dates, times, destinations, passenger counts, etc.) and input requests for quotes. • Follow up with customers to confirm details or clarify missing information. • Assist in confirming and finalizing itineraries for booked trips. • Provide courteous, prompt assistance to ensure a positive customer experience. Administrative & Documentation Support • Enter trip requests and updates accurately into our reservation and dispatch system. • Support preparation of daily and weekly trip sheets for drivers. • Help organize and maintain digital files for customer bookings, quotes, and confirmations. • Complete and send required documentation such as RPFS (Request for Purchase Forms), COIs (Certificates of Insurance), and school/vendor setup forms. • Assist in preparing and sending contracts to customers, and follow up on outstanding contracts, deposits, and final payments. Sales & Coordination • Assist with outbound calls or emails to follow up on quotes and inquiries. • Track and record leads, quote statuses, and customer interactions. • Support coordination for car, van, and airport shuttle setups. • Help ensure smooth communication between customers, operations, and accounting. Qualifications • Prior experience in customer service, reservations, or administrative support preferred. • Excellent phone and written communication skills. • Strong attention to detail and organizational skills. • Comfortable using email, spreadsheets, and basic computer systems (training provided on internal systems). • Ability to multitask and manage a variety of small administrative tasks independently. • Professional, courteous, and dependable. Work Details • Hours: 3–4 hours per day, Monday–Friday (flexible between 9 AM – 5 PM) • Location: Remote • Compensation: [] • Training provided by the Reservations Manager. Ideal Candidate You’re someone who enjoys being the first point of contact for customers, staying organized, and helping a busy transportation office run efficiently. You’re dependable, personable, and comfortable wearing different hats each day — whether it’s calling back customers, following up on payments, completing vendor paperwork, or helping finalize trip details. Job Type: Part-time Pay: $20.00 - $21.00 per hour Expected hours: 16 per week Benefits: • Flexible schedule • Paid training • Work from home People with a criminal record are encouraged to apply Work Location: Remote