Operations Executive - Reservations, Quotations & Dispatch

Maksim Consultant Group; New Delhi; On-site; INR 400,000 - 650,000; Full time

Benefits offered by this job

Competitive salary based on experience

Professional and collaborative work环境

Career growth and learning机会

Dynamic operations and client service

Learning opportunities

Job summary

Maksim Consultant Group is seeking an organized Operations Executive to manage quotations, reservations, dispatch coordination, and client communication. You will source best rates from vendors, convert quotes into bookings, coordinate payments, and ensure timely dispatch of service and driver details.

The role requires handling client inquiries, achieving competitive pricing, and maintaining precise booking records across internal systems.

Qualifications

• Excellent written and verbal communication skills.
• Strong negotiation and vendor coordination abilities.
• Good attention to detail and ability to manage multiple bookings.

Responsibilities

• Prepare quotations and provide timely, accurate pricing for clients.
• Convert approved quotations into confirmed reservations in the system.
• Coordinate payments, supplier confirmations, and driver/service details for dispatch.
• Update records and ensure smooth dispatch and service execution.
• Handle enquiries, follow up, and maintain professional client communication.

Skills

Communication

Negotiation

Detail orientation

Multi-tasking

Booking systems knowledge

Vendor coordination

MS Office

Education

Graduate or Diploma in Travel & Tourism / Hospitality / DBA or related field

Tools

MS Office

Job description

We are looking for a highly organized, detail-oriented, and customer-focused Operations Executive to manage quotations, reservations, bookings, dispatch coordination, and client communication.

The ideal candidate should be capable of handling client inquiries, sourcing the best rates from vendors and suppliers, converting approved quotations into confirmed reservations, coordinating payments, managing supplier confirmations, and ensuring the timely dispatch of service and driver details.

Key Responsibilities

Quotations & Client Coordination

• Assist walk-in clients and corporate clients with ad hoc inquiries and provide quotations as per their requirements.
• Source and coordinate with vendors and suppliers to obtain the best possible rates while ensuring appropriate company margins.
• Prepare and send accurate quotations to clients in a timely manner.
• Ensure all customer quotation requests are attended to promptly and professionally.
• Follow up with clients after sending quotations to understand whether they wish to proceed with the booking.
• In cases where a client declines a quotation due to pricing, proactively communicate with the client to understand their budget or competitor pricing and explore possibilities to provide a competitive offer.
• Work towards converting quotation requests into confirmed bookings.
• Maintain proper communication and follow-up records for all inquiries and quotations.

Reservations & Booking Management

• Convert approved quotations into confirmed reservations by accurately entering and completing all required booking details in the reservation system.
• Carefully analyse all booking requirements to ensure accuracy before processing reservations.
• Handle direct booking requests received from corporate clients and enter the reservations into the system as per the agreed corporate rate card.
• Ensure that all pricing, client details, service requirements, dates, timings, and other booking information are accurately recorded.
• Coordinate with walk-in clients to collect advance or upfront payments by sending payment links along with the Proforma Invoice.
• Collect credit card details, where applicable, and coordinate with the Accounts Receivable team to ensure payment is successfully processed before confirming the requested services.
• Book the required services with the appropriate suppliers and vendors.
• Obtain supplier confirmations before providing final confirmation of services to clients.
• Coordinate with internal teams, suppliers, and clients to ensure smooth and accurate booking execution.
• Handle booking modifications, amendments, cancellations, and other reservation-related requests as per company procedures.

Dispatch & Service Coordination

• Obtain driver and service details from suppliers for reservations scheduled for the following day.
• Share confirmed driver and service details with clients via email in a timely and professional manner.
• Update the reservation system and inform suppliers of any changes or modifications received from clients for services scheduled for dispatch.
• Verify and review all next-day requests in the system to differentiate between confirmed bookings and unconfirmed quotation requests.
• Ensure that only confirmed bookings are moved forward for dispatch and service tracking.
• Coordinate with suppliers and internal teams to ensure all services are properly arranged before the scheduled service date.
• Monitor dispatched services and assist in resolving any operational issues or last-minute changes.

Required Skills & Qualifications

• Graduate or Diploma holder in Travel & Tourism, Hospitality, Business Administration, or a related field.
• Experience in Operations, Reservations, Travel Services, Transportation, Hospitality, or Customer Service will be preferred.
• Strong experience in handling client inquiries, quotations, bookings, reservations, and supplier coordination.
• Excellent written and verbal communication skills.
• Strong negotiation and vendor coordination abilities.
• Good attention to detail and ability to manage multiple bookings and requests simultaneously.
• Proficiency in MS Office, particularly Excel, Word, and Email communication.
• Ability to work under pressure and meet deadlines.
• Strong problem-solving and customer service skills.
• Knowledge of reservation or booking management systems will be an added advantage.

Experience: 2-4 years preferred.

Candidates with relevant experience in Reservations, Travel Operations, Transportation, Hospitality, or Client Coordination will be preferred.

What We Offer

• Competitive salary based on experience and skills.
• Professional and collaborative work environment.
• Career growth and learning opportunities.
• Opportunity to work in a dynamic operations and client service environment.