Travelinfo

Job Description

To assist in managing and co-ordinating tour bookings and travelling customers by skilfully communicating and liaising with suppliers and service providers. To perform administrative and operational functions.

Providing administrative and operational support for all enquiries, bookings and clients both prior to arrival and once in country.
Preparing tour series rooming lists.
When needed, assist with rate negotiations with suppliers.
Once a booking has confirmed, communicate accurately the booking information/services required, including changes, updates and amendments to our service providers and suppliers – e.g. accommodation establishments, transport providers, activity suppliers, etc.
Securing and managing allocations for tour series.
Ensure all booking communication, confirmations and invoices are correctly saved and filed in the relevant folders within the bookings folders in the share drive.
Create invoices on Sage for agents and send to the consultant according to the deadline given. Update invoice and confirmed booking spreadsheets.
Prepare confirmed files for payments according to the deposit and final payment deadlines provided by the suppliers on invoice. Send proof of payments (POPs) to suppliers, save and file these in the relevant booking folder.
Compile accurate travel vouchers and final detailed itineraries (using WETU) for all travellers and submit these according to the deadline given.
Compile all guide documents required before a file runs – guide costing sheet and itinerary, welcome board, tickets (Table Mountain, etc.) and submit these according to the deadline given.
Manage and reconfirm services, over the phone, with suppliers prior to client arrival and during their trip. Provide feedback and updates to the consultant.
Assist with resolving any challenges or issues with suppliers and/or travelling clients.
Anticipate changes to plans, e.g. due to weather, and be proactive in suggesting changes where possible to minimise impact on clients.
Prepare travelled files for month end accounts reconciliation.

Availability

ASAP

Salary

Negotiable depending on experience

Required Qualifications

At least 3 years experience in similar role within an inbound tour operator.

Understand the intricacies product, hotel types, flight possibilities, transfers, tours etc. and be able to upsell.

Wetu knowledge and experience.

Knowledge of Southern Africa destinations

Location

Cape Town