Job Description

Job Summary

SKILLS & EXPERIENCE REQUIRED

• Strong administration and organizational skills
• Meticulous attention to detail
• Excellent communication skills, a service delivery mindset and a strong customer service focus both internally with colleagues and externally with suppliers
• Must work well under pressure
• Excellent time management skills with the ability to multi-task and prioritize tasks
• Proactive mindset and can-do attitude
• Ability to work independently as well as within a broader team setup
• Good computer literacy including use of inhouse sales systems
• Strong administration and organizational skills with great attention to detail with desire for continuous improvement
• Creative, problem-solving mindset
• Experience in and willingness to handle issues outside of office hours with required
• Self-starter and the ability to work independently as well as within a broader team setup
• Energetic and eager to learn

SKILLS & EXPERIENCE ADVANTAGE

• Experience in, and knowledge of East Africa Safari sales advantageous (Kenya & Tanzania) - at least 3 years' experience of East Africa, and 5 years' experience in the safari industry
• Experience working in a sales team environment and/or operations background
• Strong sales and customer service skills (written & telephone)
• Knowledge of Business Sales Systems e.g., HubSpot

RESPONSIBILITIES & DUTIES

• Working closely alongside East Africa Specialists to manage some of the administrative and operational tasks of the sales process - from quote stage through to client travel
• Checking availability at the company and 3rd party properties through various online platforms as well as email requests
• Compiling options for Africa Specialist to present in a quote based on client requirements, with the desire to present upsell opportunities or alternatives when the original request is not possible
• Provisionally holding options with 3rd party suppliers, amending as required during requote phases and ensuring timely release of options no longer in play
• Provisional holding of the company's accommodation on inventory management system
• Confirmations of all services upon guest confirmation, checking for accuracy
• Checking invoices match costs in quote system and flagging discrepancies to East Africa Specialist
• Liaising with finance team to ensure efficient allocation of deposit to booking
• Pre-travel reconfirmations with all suppliers including checks on dietary requirements, rooming allocations are accurate as per client needs
• Updating systems with timings and booking references on behalf of the East Africa Specialist at reconfirmation stage
• Preparation of final documents for final checks by East Africa Specialist
• Report any errors or issues to your line manager immediately on discovery
• Provide proactive support to colleagues in peak or leave times
• Proactive approach towards your personal and departmental targets and working together with management to ensure we reach these targets
• Attending all training that is offered and proactively growing your knowledge of the company by researching our products (as well as that of 3rd party suppliers) and the countries in which we operate, therefore continuously improving and strengthening your knowledge of these destinations
• Taking a proactive and adaptable approach to learning in terms of sales skills, systems, processes and product knowledge

REQUIRED WORK PRACTICES

• Across all interactions, promote the image of the sales team as a best in class externally with our clients and internally with our key stakeholders
• As a key point of contact and the face of the company, upholding and contributing to the reputation of the company as a leading safari operator
• The company values are values that play a significant role in how we define ourselves and set ourselves apart. We place high value on living these values in every day work practices. These values are genuine, honesty, quality, commitment, and care.
• When staff events happen within working hours, it will be compulsory to attend
• Attend all Training & Development programs as required

CONDITIONS AND HOURS OF WORK

• You will be required to work in the Cape Town office from Monday - Friday. You are required to work 9 hours per day, including an hour lunch break. The working hours are 08h00 to 17h00 with some flexibility
• You will be required to be available afterhours and on weekends (i.e. standby occasionally) as and when needed. This includes checking online booking platforms for possible last-minute arrivals / bookings (on a rotational basis within the team)
• You will be required to work alternative South African public holidays, for which you may be compensated with time off in lieu
• Overtime may be required during peak periods, for which you may be compensated with time off in lieu
• We operate a 24/7 emergency phone that rotates between consultants for which you take full responsibility according to a roster for 1 week at a time. Overtime may be required during peak periods
• You may be required to travel for work from time to time (must have a valid passport)
• You will be required to be fully vaccinated against Yellow Fever and COIVD-19 as a condition to travel (irrespective of the destinations requirements)

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