Luxury Travel Operations Coordinator

South Africa | Open to travel nationally | R40 000.00 Per month

• Compensation: up to R40 000.00 per month (Negotiable based on experience)
• Reports to: Management Team.
• Work Type: Permanent, Full Time.

Overview

Satāya is representing a distinguished luxury safari company in their search for an experienced Travel Operations Coordinator to take full ownership of confirmed booking operations. This is a key behind-the-scenes role within a highly regarded bespoke safari business, responsible for ensuring every element of a guest's journey is accurately planned, coordinated and communicated from booking confirmation through to travel.

The business operates at the top end of the safari market, delivering intricate, multi-destination itineraries for discerning international guests. The successful candidate will bring considerable experience in safari operations, luxury travel or the tour operator industry, with a natural instinct for detail, a calm approach under pressure and the ability to manage multiple complex bookings simultaneously.

This is a long-term position with genuine scope for ownership and growth within a close-knit, professionally driven team.

Key Responsibilities

1) Booking Operations and Coordination

• Take full operational responsibility for confirmed bookings, ensuring all arrangements are accurately coordinated from confirmation through to travel.
• Coordinate and manage guest itineraries and travel logistics, including accommodation, road transfers, flights, activities, guides and all itinerary components.
• Work closely with consultants to ensure a smooth, thorough handover from the planning and sales stage into operations.
• Proactively follow up on outstanding confirmations, documentation, guest information, payments and supplier responses to ensure deadlines are met and bookings remain on track.
• Assist with last-minute changes, cancellations or operational disruptions, working calmly and efficiently to find appropriate solutions while keeping all parties informed.

2) Supplier and Guest Communication

• Act as a key operational link between consultants, guests and suppliers, ensuring communication is clear, professional, timely and accurate throughout the booking process.
• Liaise directly with suppliers regarding confirmations, guest information, timings, logistics, special requests, amendments and other operational requirements.
• Build and maintain strong, professional supplier relationships through a collaborative and solutions-focused approach.
• Communicate directly with guests when required, providing warm, professional and reassuring operational support before and during travel.

3) Guest Information and Documentation

• Collect, organise and manage all required guest information, including passport details, dietary requirements, rooming information, special occasions and specific requests.
• Ensure suppliers receive complete, accurate and timely guest information, with all special requirements correctly reflected within the booking.
• Manage guest-facing operational communication, including invoices, payment receipts, guest information forms and pre-travel documentation.
• Assist with the preparation and review of guest quotations, itinerary documents and booking materials, ensuring accuracy and completeness before distribution.

4) Systems and Administration

• Maintain accurate booking records, operational deadlines, calendars, internal trackers and shared documentation, ensuring all information is current and accessible.
• Use Google Drive and Google Workspace confidently to manage shared files, booking documentation and team collaboration.
• Work across company platforms including Slack, Asana, Tourplan, Safari Portal and other operational tools.
• Support the continuous improvement of operational processes, internal systems and workflows, identifying opportunities to improve efficiency, accuracy and communication.

Ideal Candidate Profile

• Considerable previous experience within a tour operator, DMC or luxury/safari travel operations environment is essential.
• Exceptional attention to detail; a natural instinct for identifying inconsistencies, missing information and potential logistical issues before they become problems.
• Excellent planning and organisational ability, with confidence managing multiple complex bookings, priorities and deadlines simultaneously.
• Strong operational mindset with the ability to plan ahead, anticipate requirements and take genuine ownership of tasks through to completion.
• Confident, warm and professional communication skills when liaising with high-end international guests and a wide supplier network.
• High standard of written and verbal English.
• Calm, organised and solutions-focused under pressure, with strong initiative and practical problem-solving ability.
• Strong proficiency in Google Drive and Google Workspace; comfortable working across multiple digital platforms and able to learn new systems quickly.
• Familiarity with AI tools and a genuine willingness to use automation to improve operational workflows and efficiency.
• Experience with Tourplan and Safari Portal is a strong advantage.
• A proactive, dependable and accountable approach, with genuine motivation to become a long-term member of the team and contribute to its continued development.

Why Our Client

• Join a respected, relationship-led safari company operating at the top end of the luxury travel market.
• A long-term position with real scope for ownership, contribution and growth.
• Work within a close-knit, professionally driven team that values accuracy, quality and genuine care for the guest experience.
• Flexibility of a remote working option for the right candidate.

This represents a confidential search conducted on behalf of our client. To protect the privacy of the brand and its high-profile clientele, specific company details will be shared exclusively with shortlisted candidates. If you have not received a response within two weeks, please consider your application unsuccessful at this time.

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