Senior Travel Designer- Trade & Media

Primary Purpose

To provide travel services to staff on a business, personal and educational level for all regions. Put together travel arrangements and working conjunction with Wilderness operations and the Associated Product Department to meet the individual’s requirements and needs

Responsibilities

• Responsible for planning and executing educational itineraries to the regions in which Wilderness operates in order to enhance Wilderness product knowledge for Travel Designers and Owned Agencies.
• Liaise with the Associated Product Department to include 3rd party suppliers in order to build itineraries and enhance experience.
• Share feedback from educational trips with Associated Product, for onward distribution to regions..
• Work on ad hoc projects such as planning and executing of travel arrangements for Workshops – for both local and regional staff.
• Load bookings as necessary into Wilderness Window.
• Update spread sheets for record purposes such as Thompsons flights.
• Book standalone car rentals and/or flights.
• Raise invoices and share correct allocation codes if necessary
• Save relevant documentation in the Window. (Guest Info Forms, Confirmations, Invoices)
• Handover bookings to the Opetartions Specialist Team – for the process of documents and hanfdling payments to suppliers.
• Working closely with Management and EXCO
• Liaise with regions for authorization on applicable rates and/or permission to book specific camps or other services, taking into account yield rules.

General

• Keep all booking information updated in the system.
• Keep updated with all Wilderness and AP product updates, as well as technology updates
• Attend all training on a weekly basis, this knowledge facilitates exceeding expectations and accuracy in the booking process
• Keep abreast with company policies, procedures and system updates

 Booking Operations

• Contact suppliers in writing to confirm or cancel relevant services giving them all special requirements as mentioned above, ensuring that cancelled space has indeed been cancelled
• Ensure all service lines are loaded correctly in the WW
• Quote accurately and timeously keeping in mind our strategic and preferred AP
• Understand the guests needs in each quote.
• Design itineraries around company guidelines and product knowledge e.g. area, variety, product status and service consistency in accommodation standard, distances travelled and time saving aspects.
• Follow up on all outstanding quotes
• Update and review all information in WW, ensure services match the supplier documents
• Ensure all AP invoices are given to OPS /creditors timeously for deposit payments and that the applicable due dates are met.
• Maintain electronic booking file (i.e. Guest Information, AP confirmations , invoices all are uploaded in the WW)
• Handover bookings to the Operations team timeously.
• Assist with Financial queries as a matter of urgency
• Discuss any discrepancies with the Manager.
• Pre-tour information needs to be send with confirmation of bookings
• Reconfirmation of services to the regions. (i.e Guest Ops) to highlight travel arrangemnets for certain bookings.
• Ensure to flag all VIP guests to the relevant teams / Guest Ops.

 Candidate profile

Qualification:  Matric certificate – with maths (minimum standard grade or above) 

Tertiary certificate in Travel & Tourism/hospitality. 

Experience: 4-5 years’ experience at a Senior level.

Experience in handling customer relationships and developing & promoting product and services in the inbound travel industry.

Computer Literate (Microsoft Office, email, Internet)

Proven English literacy.

Working knowledge of TourPlan and WISH or similar booking/operating system.  General product knowledge on Southern & East Africa.

Personal or educational travel experience advantageous.

Excellent attention to detail.

 Skills: Excellent communication skills both written and oral, in English.

Foreign language skills advantageous

Personal Abilities: Team worker, service and result oriented. Precise, organised and good communication skills. Ability to work under pressure without compromising accuracy. Ability to pace oneself and prioritise demands. Team worker and ability to interface with various departments. Good follow up skills. Consistent approach to quality and

output. Good administrator and professional in all dealings. Dedicated to customer satisfaction and wanting to “go the extra mile”. Self-starter with high energy levels.

Interests:  A passion for wildlife and a commitment to sustainability and conservation and can relate personally to “Our journeys change lives”