Reservations and Sales Administrator

5 months ago

Cape Town, South Africa Belmond Full time

At Belmond Safaris, we are passionate about offering our guests gracious hospitality in every aspect of their stay with us. We know how much happens behind the scenes to make this magic happen Often invisible to guests, the back of house team keeps things running smoothly, whether you’re working in Maintenance, Finance or Reservations, you’ll be supporting and contributing to something special.
We are looking for a Reservations and Sales Administartor to join our team, based at our Cape Town Offices.
- Ensure the smooth running of the office and Department by providing efficient administrative support to the team.
- Be part of the efficient running of the business by coordinating tasks, activities and other administrative related functions.
- Manage the day-to-day functions of the Department.
- Make travel arrangements & arrange forex.
- Prepare presentations, spreadsheets and reports.
- Deal with customer complaints or issues.
- Assist in vendor relationship management.
- Compile and distribute all STO contracts to new and existing clients, monitoring their return and then ensuring these are filed according to global standards.
- Contact new and existing clients where required as directed by the Director of Sales and Marketing.
- Complete all required month end reports for Sales and Reservations.
- Create and manage all clients/accounts/opportunities as required by the Director of Sales and Marketing.
- Create and distribute all required daily/weekly reports to the team.
- Send motivation for complimentary requests and update familiarisation trip tracking sheet.
- Assist Sales and Finance with tasks and responsibilities assigned to you on a part time or regular basis.
- Assisting in our Tour Operating division to form a support structure and to facilitate touring bookings as and when required.
- Part of the role will also be fulfilling the functions of a reservation’s consultant.
- Prepare morning meeting reports and notify the Management team of possible discrepancies.
- Take minutes for Weekly meetings (Reservations and Weekly Team Meetings)
- Pull and send reports - Occupancy/availability to GM and lodges management.
- Keep GM and Reservations manager informed of Belmond employee arrivals (Discovering Belmond ect.)
- Request approval for Comp Stays / Discovering Belmond requests - DocuSign, quotations and accommodation, Mack Air Flights
- Attend to office maintenance requests and collect quotations
- Arrange business cards, write welcome cards on behalf of for Sales executive or Sales Director
- Arrange/organize Fam Trips Agent Site inspections (educational stays)
- Negotiate agent rates where needed, take payment, create itineraries update Fam Trip sheet
- Book Airlink flights when requested and arrange payment
- Oversee and Record Comp stays and consolidate monthly
- Send STO Rates and update the active sale sheet
- Create new OSC Accounts or gather information for a Sales Executive or Sales director to create
- Occupancy Report & Arrivals with details pull and sent to lodges
- Assist with travel arrangements for GM and Belmond Employees to and from Botswana
- Liaise with Mack Air on possible delayed flight changes and agent rates
- Send Invoices from Mount Nelson/ Helicopter Horizons to Res. manager and team to action
- Ensure payments, advising faxes and guest details are captured accurately on HMS and deposit sheet for fam trips/educational
- Send payments via Fax It and process via Pay gate
- Create Purchase orders.
- Assist with Wetu itineraries when needed.
- Assist with agent inquiries regarding bookings made annually.

**Requirements**:

- Relevant Diploma/Degree - preferred.
- 1-3 Years’ experience in similar role - preferred.
- Experience in tour operating/safari sector beneficial.
- Knowledge of office management systems and procedures.
- Proficiency in MS Office (MS Excel and MS PowerPoint, in particular) and accounting software.
- Strong organisational skills with the ability to multi-task.
- Knowledge of basic bookkeeping principles.
- High degree of computer literacy.

**Benefits**:
Competitive basic salary
Medical aid & pension fund benefit
Internal Belmond discounts
Loyalty and recognition rewards programme
Employee Assistance Programme
On going Learning and Development opportunities
Regular community, social and staff welfare events

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