Reservations Coordinator
6 hours ago
At ABC Worldwide, we are seeking a highly skilled Reservations Consultant to join our team. As a key member of our operations team, you will be responsible for coordinating the travel of high-end VIP clients, ensuring seamless and exceptional experiences.
Key Responsibilities:- Booking Coordination: Book all activities, transportation, and tour services provided by the quotation team, ensuring timely and accurate confirmations.
- Verification: Verify confirmations against quotes and tariffs, ensuring accuracy and attention to detail.
- Invoice Management: Ensure timely submission of all supplier invoices for payment and send proof of payment to relevant suppliers.
- Service Confirmation: Confirm services, submit invoices for payment, and conduct timely checks to ensure quality control.
- Accommodation Reservations: Check availability and reserve all requested accommodation properties, following up on confirmations to ensure smooth operations.
- Itinerary Compilation: Compile a final itinerary for guests with accurate timings and reference numbers from the information provided by the quotation team.
- Guide Preparation: Prepare guide itinerary packs and out-of-pocket money sheets, ensuring all necessary information is included.
- Ticket Procurement: Procure entrance tickets for tourist activities and arrange refunds for services not rendered due to adverse weather conditions.
- Quality Control: Conduct daily checks on current files 24 hours before services take place, ensuring quality control on all bookings.
- Client Communication: Manage WhatsApp group chats for clients on tour and handle on-the-ground client communications via WhatsApp.
- Guide Accommodation: Book accommodations for guides/drivers during overland tours, confirming within budgetary constraints.
- Financial Management: Ensure money sheets are accurately entered into the cash book and disbursed promptly to guides, timely reconciliation of money sheets after tour completion, and cashing in any leftover funds.
- Relationship Management: Cultivate positive relationships with guides and monitor their daily operations while attending to our clients' needs.
- Guest Experience: Provide advice and recommendations to enhance the guest experience whenever possible.
- Problem Solving: Source and secure alternatives in the event of availability challenges.
- Revenue Generation: Create opportunities for revenue growth through secondary buying commissions and optional tours.
- Operational Communication: Maintain communication with guides on the ground to ensure smooth on-the-ground operations.
- Client Farewell: Bid farewell to clients upon their departure, ensuring a positive end to their experience with us.
- Grade 12 or Tertiary Tourism degree (an advantage)
- 35 years of experience in Reservations
- High attention to detail
- Ability to work extended hours during peak season
- Exceptional multitasking ability
- Good communication skills
- Ability to work under pressure and as a team player
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