Careers

• 3-5 years of previous experience in the tourism industry
• Proficient in the English language, additional languages beneficial
• Computer literate and proficient on Microsoft Office and Outlook
• Previous experience on WETU beneficial
• Product/Destination knowledge on Zanzibar, Seychelles, Maldives, Mauritius, Mozambique, Madagascar
• Ability to multitask and assist with additional projects when needed by Team Leader, GM or MD
• Prepared to work extra hours, weekends, and public holidays where necessary
• Excellent written and verbal communication skills
• Passionate about service delivery
• Organized and good time management skills
• Solution-driven and detail orientated

Quoting

• Understand the time zone in which the client/agent is based
• Know who your client is/study profile or ask a Senior Team Member (who knows the client/agent)
• Quote clients as per their initial request
• Offer alternative quotations in order to be competitive or if you feel the client’s initial request is not suitable or practical
• Quotes must be presented in a manner that is informative and easily understood by the client. Explanations of any changes/improvements to the itinerary must be given
• All quotes must be checked and signed off by a Senior Team Member prior to being sent out
• Provide the client with a 12 – 24 hour turnaround depending on the complexity of the quotation
• All quotes and booking requests must be acknowledged on the day of receipt of your client’s initial request, If unable to provide a final quotation on the same business day you need to communicate with your client/agent on the same day explaining why there is a delay
• Follow up with agents/clients on quotations sent of a weekly basis so they can be confirmed, or the file can be closed

Reservations

• Follow all the necessary procedures that are required in making a reservation i.e. correspond with suppliers timeously re provisional bookings, waitlists, reconfirmations, rooming lists and cancellations.  Always take into account deposit, full payment and cancellation deadlines
• Correspond with the client in a factual, informative and easily understood manner especially in the case of group bookings where there are payment deadlines and penalties
• Double check your reservations immediately upon receipt from suppliers for accuracy to make sure they have been made correctly and update booking statuses in the reservations system
• Check visa requirements
• Adhere to airline ticketing deadlines
• Reconfirm airline bookings
• A copy of all correspondence (received or sent out) must be recorded
• Ensure that all supplier invoices are received timeously and forwarded to the accounts department upon receipt of same
• Check suppliers invoices very carefully to ensure all the information pertaining to the booking is correct

Invoicing

• Once a booking has been confirmed a final invoice reflecting the deposit amounts, date due and date of final payment being due must be issued. It is not acceptable for invoicing to be left to the last moment

Assisting the Accounts Department

• By checking that deposits have been received and paid by the due date
• By checking supplier invoices are correct
• By checking that final payments have been received and paid by the due date
• Assisting with supplier and client accounts queries

Documentation

• Ordering airline tickets timeously – a copy of the e-tickets must be kept on file
• Ensuring documentation is sent out to suppliers/clients.  Allowing enough time to ensure the documents arrive prior to the client’s first date of travel – this may be prior to the date your client commences his/her travel with Private Ocean Islands

E-Filing

• Assuming responsibility for all your own filing
• Clearing out your quote files on a monthly basis
• Clearing out your emails from the Info Box and making sure it is filed accordingly

Communication

• Clients must be communicated to in a clear, respectful and precise manner in order to avoid possible misunderstandings and misinterpretation
• To communicate information received from suppliers and agents to the relevant parties within Journey Beyond in order to ensure we are aware of specific events that may affect the smooth running of the business

General

• Maintain your quote and reservations files in the manner laid out by the company
• Any quote/booking problem must be brought to Managements attention as soon as it is discovered. This will give Management time to assist with sorting out the problem well in advance of the client’s date of travel-failure to do so will result in the problem becoming an offense
• Generally assist your colleagues e.g. checking of quotes and taking over bookings during periods of leave or sickness
• Should there be computer, telephone, printer and other equipment problems ensure you follow the correct procedures for logging these problems
• Reports to the Reservations Team Leader