Hoedspruit: Travel Support Administrator posted by Wild Dreams Hospitality

About the Role

Wild Dreams Hospitality, a purposedriven boutique safari and travel company, is seeking a highly organized and communicative Travel Support Administrator to join their team. As a key member of the support team, you will play a crucial role in delivering exceptional service and smooth travel experiences for our clients. If you are passionate about delivering outstanding customer service and have a keen eye for detail, we would love to hear from you.

Key Responsibilities

• Assist in building custom itineraries, checking availability, managing provisional bookings, and preparing quotes.
• Verify all outgoing information with Safari Consultants for accuracy.
• Book and manage all logistics including road transfers and flights, ensuring calendars and tracking systems are updated accurately.
• Communicate promptly with suppliers to confirm bookings, verify invoice accuracy, and coordinate timely payments.
• Gather and organize essential guest information such as passports, dietary needs, and special requests, sharing these with camps and suppliers to personalize the experience.
• Prepare detailed pre-departure documents and maintain comprehensive guest history records for future reference.
• Ensure the smooth, efficient, and professional daily operation of the office, including handling logistics, maintaining office systems, managing supplies, coordinating hot desk rentals, and overseeing office decor and presentation.
• Coordinate with the Finance administrator to ensure all guest/supplier invoices are received and payments processed on time.
• Manage the full internal reservation process, ensuring all files and data are accurate and up to date within systems.
• Proficient use of Tourplan for managing bookings, itineraries, quoting, and client records.
• Build and maintain relationships with lodges and suppliers, supporting the company’s growth strategy.
• Collaborate with Marketing to nurture leads and support business development.
• Manage Safari Consultants’ inboxes on a rotational basis during absences.
• Cover invoicing, accounting liaison, and administrative duties for absent consultants.

Requirements

• Minimum two years experience in safari travel/hospitality industry
• Own transport
• Reliable wi-fi
• Own laptop and mobile phone
• Exceptional organisational and communication skills
• Excellent computer skills and travel industry etiquette
• Strategic thinking coupled with practicality
• Deep understanding of the importance of personalisation
• Exceptional attention to detail
• Ability to problem-solve and take initiative, and be inventive
• Thorough understanding of information confidentiality and personalisation of communication
• Strong ethics around sustainable tourism and implementing company standards
• Passionate about sustainability and giving back

Qualifications

No formal education or certifications required.

Salary & Benefits

Salary: Negotiable, depending on experience