Inbound Ad Hoc Group Proposals/consultant

At Thompsons Africa, we are passionate about holidays and service. Throughout our years of history, our staff's dedication and commitment have helped us become a market leader in the tourism industry. We require our staff to be creative and adaptable. In return, you'll get to work in a culture that is fun and dynamic. We are always on the lookout for talented people who have a passion for Tourism. If you would like to be considered joining the Thompsons Africa family, we would love to hear from you

The position will be based in Westville, Durban.

The overall purpose of the Inbound Ad hoc Group Proposals/Consultant is to take responsibility and ownership for Ad hoc group bookings from start to finish:

- Successfully negotiate rates and services;
- Successfully propose and secure ad hoc groups;
- Managing operations of ad hoc groups on-the-ground

It requires a strong focus on achieving sales and profit targets and an all-around understanding of customer requirements.

**The key performance areas and responsibilities include but are not limited to**:
**1. Maximise quote conversion rates and meet targets**
- Ensure that the best rates are negotiated and secured with suppliers.
- Itinerary development.
- Allocation implementation.
- Value for money options.
- Adhere to turnaround times.
- Follow up on all quotations.
- Presentation of proposals.
- Analysing quote conversation reports.

**2. Operations and on-the-ground management of ad hoc groups**
- Control the operation and effectively manage ad hoc groups on the ground.
- Accurate and timeous loading of bookings into the reservations system.
- Prepare the costing and check the pricing against the proposal.
- Conduct availability checks.
- Provisional booking of services and managing their release dates.
- Source and secure alternatives if any availability challenges arise.
- Book all accommodation and services (coach, guide, meet and greet, etc.) and reconfirm all services.
- Utilise opportunities to earn an additional income: secondary buying, commissions, optional tours.
- Compile documentation for guides and tour leaders, as well as documents on the operation of the group such as rooming lists, invoices, etc.
- Ensure the smooth running of the overall itinerary based on individual components.
- High level and frequent communication on every group with the Guide and Tour Leader.
- Ensure that all loops are closed and that every party is always appraised of their duties to ensure the successful operations of our groups.
- Management of ad hoc groups on the ground. Resolving any incidents or challenges immediately and in a way that satisfies the immediate guest and the customer from a service delivery point of view as well as Thompsons Africa as the DMC in terms of profitability of the group.
- Ensure all supporting documentation required is submitted for weekly guide payments.

**3. Account management and customer relationships**
- Take responsibility and proactively manage your account(s).
- Follow up with customers and leads.
- Ensure that all correspondence, documentation, proposals, and presentations are delivered accurately and timeously.
- Maintain excellent relationships and ensure that customer expectation is met, and the highest delivery of service is provided.
- Ensure that customers are offered the best available price and product.
- Establish the reason for the decline of proposals.
- Always respond courteously, timeously, and with quality information.
- Resolve queries/complaints swiftly and professionally.
- Communicate any challenges experienced with customers to your Department Manager for them to be addressed.
- Communicate regularly with Sales Managers to ensure an all-around good understanding of customer requirements.
- Constantly review quality levels of the tours to ensure these exceed customer requirements, by regular communication with guides and listening to their feedback and where necessary, ensure that itineraries are changed; and by regular review of feedback from passengers and ensuring we correct problems.
- Resolve account queries within set deadlines by the Accounts Department. Non-debtors are to be invoiced and debtor statements are to be attended to timeously.

**4. Supplier relationships**
- Establish and maintain respectful, positive, confident, and effective communication and relationships with suppliers.
- Understanding supplier products.
- Establishing the best product.
- Actively source new products and creative ideas.

**Requirements**:
**Qualification**:

- Grade 12 (essential)
- Related tertiary qualification in Travel and Tourism (highly preferred)

**Core Competencies**:

- Well experienced in consulting, quoting, and operating ad hoc groups
- Experienced and knowledgeable working within Reservations systems
- Solid product, destination, and logístical knowledge of South and Southern Africa.
- High volume/quality communication/consulting with the customer is required (e.g., quoting, changes, recommendations