Travelinfo

Job Description

Summary: To manage all aspects of Inbound programs and tours – from planning, quoting, converting and operational execution, as well as back office process management (invoicing, debtors’ collection)
Understanding and meeting the yearly budget and margins set out.

Key Responsibilities: (Include the following – list is not exhaustive and other related duties may be assigned)

• Be able to design proposals as per client request
• To be able to present proposals to clients in the written form
• Responsible to manage all elements of a confirmed inbound program or booking (flights, accommodation, and ground services)
• Responsible for supplier payments
• Responsible for invoicing clients and ensuring that payments are received from clients
• Correspond with client to confirm logistics around the itinerary (email, telephonic or skype)
• Attend site inspections and onsite services as required
• Documentation management of all projects:
  o Itinerary planning and layout
  o Vouchers
  o Rooming lists
  o Filing
• Arranging flights and transport for delegates
• Prepare the working document or function sheet
• Reconciliation of program
• Full understanding and follow through of all divisional procedures and policies
• To ensure that tour and program files are updated at all times
• To ensure that financials are updated and accurate
• To ensure that financials are checked by the line manager and Accountant
• To ensure that the forecasting report is regularly updated
• To follow up with clients and suppliers continuously with regards to outstanding payments and information
• Maintain complete confidentiality with all company intellectual property.
• Establish and maintain relationships with travel vendors where applicable.
• Manage various deadlines and payments timeously.
• Prepare and distribute travel documents (itineraries, tickets, vouchers).
• Monitor client feedback and implement quality control measures

Required Qualifications

Attitude & Values 

• Accepts responsibility and take ownership for own actions and duties
• Able to work in a high-pressured environment
• Sense of urgency - good time management
• Positive attitude, self-motivated and of sound judgement
• Teamwork
• Clear communication
• Quality assurance

Education/Experience 

• Grade 12
• Bachelor’s degree or relevant diploma in Tourism, Hospitality, Business Administration, or a related field an advantage
• At least 3 years’ experience in Inbound Tours and programs
• An overall knowledge on local and regional services
• Fluent in English
• Basic knowledge in Word and Excel

Location

Pretoria