Senior Travel Specialist (FIT's)

Duties

• Client Consultation: Conduct in-depth consultations with high-end clients to understand their travel preferences, interests, and specific requirements.
• Customized Itinerary Design: Create highly personalized travel itineraries, including luxury accommodations, private transportation, exclusive experiences and dining reservations, tailored to each client’s needs.
• Supplier Relationships: Develop and maintain strong relationships with suppliers to secure exclusive deals and experiences for clients.
• Destination Knowledge: Excellent South Africa and Regional knowledge required.
• Logistics Management: Ensure seamless logistics for each trip, including managing flight details, transfers and other travel arrangements.
• Client Communication: Excellent Communication skills within depth detail.
• Problem Solving: Handle unexpected issues or changes to travel plans with professionalism and efficiency, ensuring minimal disruption to the client’s experience.
• Documentation: Prepare detailed travel itineraries, travel documents and other relevant information for clients.

Quoting & Reservations

• Acknowledge receipt of written requests received from agents and ensure quick turn‑around times.
• Respond to written requests and provide written confirmations.
• Opening of client files according to company standards.
• Loading reservations on Tourplan.
• Ensure confirmation of services with suppliers.
• Stay in constant communication with agents with regards to status of reservations, payment requirements, deadlines and conditions of reservations.
• Arrange Meet and Greets as required.
• Handling and escalating client complaints.
• Manage MOD phone and queries as required.

Payments & Account Queries

• Ensure that clients invoiced for all services and invoices provided to clients timeously.
• Manage payments and Account queries.
• Follow up on payments.
• Liaise with Finance department with regards to queries.
• Ensure payment conditions are strictly adhered to.
• Keep Manager informed of possible problems.
• Arrange pre-payments.

Financial Reporting

• Explanation of variances.
• Margin Management (high & low).
• Reconciling of files.

Administration

• Full understanding and follow-through of all divisional procedures and policies.
• Submit timeous reports as requested and adhere to deadlines.
• Maintain complete confidentiality with all company intellectual capital.
• Ensure that all documentation has been filed and that files are updated.

Client Relationships

• Ensure client expectations are met and the highest delivery of service is driven through the business.
• Build and retain relationships with clients.
• Ensure effective communication with clients at all times.
• Ensure that all correspondence, documentation, proposals, presentations are delivered accurately and timeously.

Supplier Relationships

• Commitment to and building relationships with preferred partners.
• Establishing best product.
• Personal development on destinations and products.
• Actively source new products and creative ideas.

Team Work

• Build and maintain good relationships within the team.
• Pro‑actively get involved.
• Assist in areas of expertise.
• Flexibility to assist colleagues out of normal office hours, when and if required.

Learning & Development

• Continuously develop product knowledge, attend industry events, seminars, conferences, and participate in supplier workshops, educationals and trade shows.
• Keep abreast of industry trends.
• Attend all internal training interventions.

Requirements

• Matric / Grade 12.
• Minimum 5 years Inbound Tourism industry experience in a senior role dealing with the high‑end, luxury markets.
• Experience in tailor‑made FIT itineraries.
• Travel & Tourism qualification would be preferable.
• Tourplan knowledge and execution would be preferable.
• Excellent South African and Regional geographic knowledge.
• Attention to detail is essential.
• A mature approach when dealing with people.
• Capacity for dealing with employers and workers at all levels.
• Confidentiality, tact and discretion when dealing with people.
• Excellent planning, organisational, and analytical skills.
• Excellent verbal and written communication skills.
• English competency (speaking, reading & writing).
• Integrity and Honesty.
• Excellent Problem‑solving skills.

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