Primary Purpose

To fill a full operations role in the booking process, working in hand with the Travel Designer, but being the first line in relationships with suppliers and administration of the entire backend of each booking made by the Travel Designer. To secure the booking with all services providers including travel designers accurately, efficiently, timeously and with zero errors.

Responsibilities

Develop stakeholder relationships

Liaise with travel designers on all bookings in an operational capacity

Communicate continuous with suppliers and internal sales support teams which includes trust and excellent support

General

Keep all booking information updated in the system ensuring CRM is continually up to date

Add all special requests from the agent into WW g. honeymoon, birders, dietaries, ages etc.

Advise RARA if rates are not loaded or correctly linked on the WW once booking is handed over and any new discrepancies are found after confirmation.

Keep updated with all WS and AP product updates, as well as technology updates

Attend all WS and AP training on a weekly basis, this knowledge facilitates exceeding expectations and accuracy in the booking process (East Africa specific)

Keep abreast with company policies, procedures and system updates

Assist the touring manager duties when on off duty /leave

Booking Operations

Contact suppliers in writing to confirm or cancel relevant services giving them all special requirements as mentioned above, ensuring that cancelled space has indeed been cancelled

Receive a confirmed booking from Travel Designer including special requests e.g. bed configuration, dietaries, ages of children, group dynamics and any other additional information from the agent. Ensure all service lines are loaded correctly in the WW

On receipt of confirmed bookings from Travel Designer – check for any discrepancies between the voucher in TP and the suppliers' invoice and that all information is saved in WW.

Update and review all information in WW match the supplier documents (only Tour plan and WISH where necessary)

Ensure all AP invoices are given to creditors timeously for deposit payments and that the applicable due dates are met

Review deposit report on receipt of payment from agents in order to reconfirm all supplier services

Follow up with the agents for outstanding – this function will be performed by one operations specialist per team (once all teams are fully staffed and operational)

Highlight all VIP guests to the Res Operations Manager to ensure all special value adds available can be added to the booking.

For special needs/high risk guests, follow the customer care protocol and ensure all parties are informed of their requirements during their planned journey

Reconfirm all services as per the Wilderness Safaris Terms & Conditions - ensuring this is done on accordance with the current reservations policies.

Maintain booking file (electronically) which has been processed by the Travel Designer (i.e. AP correspondence and invoices and ensure all documents are uploaded in the WW – Obtained from outlook Cluster boxes set up by Travel Designer

Check details to outstanding voucher in TP and authorize for payment once money is on file

Highlight any discrepancies with the Operations Manager to review with the Reservations Manager.

Where required, produce accurate document packs including itinerary material like labels, checklists etc.

Arrange welcome letters for guests and send to suppliers

Accuracy when compiling document packs when required for distribution

Present doc packs to the travel designer for final review

Once doc pack is approved, prepare packaging, labelling and delivery (where necessary, preferably added to a Meet & Greet service

Complete electronic version of the travel itinerary confirmed with times, flight details and contact details of properties and guide

Pre-tour information - verify and edit info where necessary to accommodate the itinerary

Arrange gifts (where required) ad hoc or team

Reconfirmation of all services in the booking to AP suppliers

Once guests are travelling

Refer complaints that could negatively affect long-term relationships, or that can result in legal action being taken against WS to the relevant Managers or to help find appropriate solution

Flag complaints that can be resolved on the ground whilst guests are in country, using both feedback from Customer Care, concierge or agent

Feedback to all properties where guests are due to travel to mitigate complaints down the

Qualify guests' expectations when complaints are made and if they are requiring refunds or FOC services and communicate options to Travel designers to present to agents

Electronically file and archive travelled booking files 6 months after date of travel Candidate profile

Qualification:

Minimum of certificate in Travel & Tourism/hospitality.

 Experience:

4-5 years’ experience at a Senior level.

Experience in handling customer relationships and developing & promoting product and services in the inbound travel industry.

Computer Literate (Microsoft Office, email, Internet) Proven English literacy.

Working knowledge of Tour Plan and WISH or similar booking/operating system. 

General product knowledge on East Africa.

Personal or educational travel experience advantageous. Excellent attention to detail