Reservations Assistant (Travel Studio Specialist) Job in Nairobi

Department: Reservations

Reporting To: Purchasing & Reservations Manager
Location: Nairobi

Position Purpose:

PEAK DMC is a global leader in providing a rich diversity of destination experiences to a wide customer group. Our goal is to build trusting customer relationships to secure repeat business for the local DMC and within our global network of DMCs.

The Reservations team contributes to this success by providing quick and accurate bookings, confirmations and suitable alternatives to all accepted quotes for DMC clients. The team also completes reservations work for all Intrepid Group brands.

This Reservation Assistant role will work within the reservations team to deliver service-level excellence for PEAK DMC. The role will initially be responsible for supporting the migration from current systems to Travel Studio –including loading existing suppliers and services.

Once operational the role will be making bookings and confirmations with suppliers of all accommodation, transportation and required activities on trips in the region.

This will include Intrepid Group product as well as external group series and FIT trips as scheduled. This role also assists the manager in continually improving reservations processes and use of the system (Travel Studio).

Qualifications and Experience:

Diploma or equivalent in tours & Travel operations

Bachelor’s Degree will be an added advantage

Be passionate about travel, personable and self-motivated

An understanding of and a passion for PEAK’s style of travel, including the styles of our different brands.

Strong written and spoken communicate skills in English

Strong computer and IT system skills, proficient in Microsoft Office

Experience with ticketing and other reservations processes

Experience with a reservations system is advantageous

Able to relax and have fun at work with the team and still meet objectives

Understanding of the local Travel Industry
Technically savvy and a fast learner of new systems

Excellent organizational skills, attention to detail, with the ability to prioritize and manage own workload

Demonstrating high standards of customer service

Confident and professional communication skills

Can work independently and with a team
Friendly and flexible

A sense of humour and a smile!

Responsibilities

Travel Studio loading

Meet individual targets for loading of contracts and services to support team targets
Reservations (booking and cancellations)

Completion of block booking process for accommodation and any other

required services

Suppliers booked and confirmed within timeframes accurately

Any issues identified and raised immediately

Ensure accurate reservation information sent to suppliers

Correct information is sent to suppliers and provided to group leaders when necessary

Accurate vouchers if required to be issued within agreed timeframes for trip departure
espond to Intrepid Group sales department questions

Requests/questions actioned within 48 hours

No emails to be left unanswered at the end of each day

Develop good working relationships with all suppliers

Response to supplier enquiries

Maintain regular contact with suppliers
No supplier complaints

Develop good working relationships with all Group Leaders

Ensure all pre-trip preparations are completed accurately prior to leader’s arrival and trip departure

Answer leader’s questions and respond to the issue within 24 hours

Provide on-going support to leaders as required

Good Leader feedback

Process and take necessary action to feedback and complaints received

Receive and collate feedback from pax and Leaders

Follow up and action complaints with suppliers

Accounting and Invoicing

Reconciliation of pricing and invoicing
Cross-checking and compile vendor’s invoice

Ensure all practical arrangements for trips are completed

Ensure all cash requests are submitted 48 hours prior to trip departure

Ensure all documentation required by Leaders is completed 48 hours prior to trip departure

Ensure all data information required by the accounting department for cash requests or trip funds is accurate and submitted 48 hours prior to trip departure

Assist Purchasing & Reservations Manager with ad hoc projects

Tasks as assigned by manager

Pricing, systems, risk assessments and other ad hoc requests

Appropriate reporting to manager

Timely communication and sharing information

How to apply

Interested candidates should apply online by 9th April, 2018

For more information and job application details, see; Reservations Assistant (Travel Studio Specialist) Job in Nairobi

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