Hoedspruit: Travel Support Administrator

About the Role

We are seeking a highly organised and communicative Travel Support Administrator to join our boutique safari and travel company. As a key member of our team, you will play a crucial role in delivering exceptional service and smooth travel experiences for our clients. With a passion for personalised African adventures, you will be responsible for managing all aspects of travel planning, from initial enquiry to departure.

Key Responsibilities

• Assist in building custom itineraries and checking availability
• Manage provisional bookings and prepare 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 organise essential guest information such as passports, dietary needs, and special requests, sharing these with camps and suppliers to personalise 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
• Proficiently use 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
• Reliable wi-fi
• Own transport
• 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

Qualifications

• Formal education/certifications (Bachelor’s, LLB, Matric, etc.)

Salary & Benefits

Salary: Negotiable, depending on experience