Documentation and Quality Control

ICS TRAVEL GROUP; Denpasar; On-site; IDR 78,120,000 - 122,760,000; Full time

Job summary

ICS Travel Group in Denpasar, Bali, seeks a highly organized Sales Administrator for a 6-month fixed-term project. You will prepare and check client tour documentation to ensure accuracy, completeness, and timely dispatch prior to travel.

You will work with Travel Specialists to finalise documents within deadlines, conduct quality assurance checks, and help train teammates to improve documentation processes and overall efficiency.

Qualifications

• 1–2 years in administration, tourism, hospitality, travel operations, or related field.
• Experience in travel agency, tour operator, DMC, or similar travel environment preferred.
• Excellent attention to detail and accuracy.
• Strong communication and time-management skills.

Responsibilities

• Prepare and check client tour documentation accurately.
• Quality assurance and cross-verification of final documents.
• Collaborate with Travel Specialists to meet deadlines.
• Identify issues and contribute to process improvements.
• Follow company procedures and documentation workflows.

Skills

Attention to detail

Communication

Organisational skills

Time management

Problem solving

Analytical thinking

Multitasking

Data accuracy

Team collaboration

Discretion

Tools

MS Office

Job description

About the Role

We are looking for a highly organised, detail-oriented, and responsible Sales Administrator to join our team on a 6-month fixed-term project.

As a member of the New Zealand Fine Tours team, the Sales Administrator will play a key role in ensuring that all client travel documentation is accurate, complete, and ready for dispatch prior to travel.

You will take ownership of the preparation and checking of client tour documentation, work closely with Travel Specialists to ensure documents are finalised within company deadlines, and conduct thorough quality assurance checks to minimise errors.

The role will also involve identifying recurring documentation issues and supporting the training and development of Travel Specialists to improve the overall efficiency and quality of the documentation process.

Key Responsibilities

Documentation & Quality Assurance

Oversee the comprehensive preparation of client tour documentation across all relevant brands.

Take ownership of the document checking and quality assurance process.

Collaborate closely with Travel Specialists to ensure all documentation is complete, accurate, and ready for issuance within established deadlines.

Conduct thorough quality assurance checks and cross-verification of final documentation.

Ensure all documents are dispatched according to the required NZFT procedures and timelines.

Identify and rectify discrepancies or errors prior to documents being issued to clients.

Maintain a consistently high level of accuracy and attention to detail across all client documentation.

Process Improvement & Training

Analyse documentation errors and identify recurring issues or areas requiring improvement.

Identify opportunities to improve the efficiency and accuracy of the documentation process.

Provide guidance and support to Travel Specialists regarding effective document-checking procedures.

Contribute to the training and upskilling of Travel Specialists on accurate and thorough document verification procedures.

Assist in maintaining and improving documentation standards and processes.

Teamwork & Communication

Work closely with Travel Specialists, Sales Managers, and relevant internal teams to ensure documentation requirements are met.

Maintain friendly, professional, and positive relationships with fellow team members.

Communicate documentation issues clearly and promptly to the relevant team members.

Support the wider team with other administrative duties as required.

Systems & Company Procedures

Maintain up-to-date knowledge of relevant systems, processes, and documentation requirements.

Follow established company procedures and documentation workflows.

Identify opportunities to improve systems and processes.

Ensure all activities are conducted in accordance with company policies and best practices.

Lead by example and consistently demonstrate the company's values and professional standards.

What We're Looking For

The ideal candidate will have:

1-2 years of experience in administration, tourism, hospitality, travel operations, or a related field.

Previous experience in a travel agency, tour operator, DMC, or similar travel environment is highly preferred.

Exceptional attention to detail and a strong focus on accuracy.

Excellent communication and interpersonal skills.

Strong organisational, administrative, and time-management skills.

Ability to manage multiple tasks and meet strict deadlines.

Excellent problem-solving and analytical skills.

Ability to identify errors, investigate their causes, and recommend practical solutions.

Ability to work accurately, efficiently, and professionally under pressure.

Strong computer skills and confidence working with different systems and software.

Ability to work discreetly and professionally when handling confidential company and client information.

A proactive, reliable, and responsible approach to work.

Ability to work independently while also being an effective team player.

Strong willingness to learn and continuously improve processes and knowledge.

Denpasar, Bali.