Group Tour Consultant

Phoenix Recruitment; Gauteng; On-site; ZAR 180,000 - 300,000; Full time

Job summary

Phoenix Recruitment is seeking a Group Tour Consultant in Bryanston to manage bookings for Southern Africa group travel, including incentives and ad hoc groups. You will liaise with overseas agents, handle quotes, and ensure timely confirmations while delivering excellent client service.

Responsibilities include coordinating guides, managing rooming lists, and maintaining strong supplier relationships. A travel qualification and solid knowledge of destinations are preferred.

Qualifications

• Inbound tourism experience is essential.
• Experience with ad hoc groups and incentive groups is required.
• Strong planning, organisational, and analytical skills are essential.

Responsibilities

• Quoting and reservations for group travel via Excel and Tourplan.
• Load reservations and PCM on Tourplan; ensure supplier confirmations and deadlines.
• Maintain client and agent communication; manage payments and follow-ups with Finance.

Skills

Inbound tourism

Group bookings

Negotiation with suppliers

Customer service

Quote & reservations

TourPlan knowledge

Education

Travel & Tourism qualification

Tools

Tourplan

Job description

Leading Inbound DMC based in Bryanston is looking for an experienced Group Tour Consultant to book journeys to Southern Africa for Group Series, Ad hoc Groups and Incentive Travellers via overseas agents and to exceed customer expectations and meet deadlines, and to retain relationships and achieve set sales targets.

Duties:

Quoting & Reservations:

• Acknowledge receipt of written requests received from agents
• Assess client needs in terms of special interests, special needs, and affordability/budget
• Quoting of all services in Excel requested by clients within the required turnaround time
• Respond to written requests and provide written confirmations
• Opening of client files according to standards
• Loading reservations and PCM on Tourplan
• Ensure confirmation of services with suppliers
• Stay in constant communication with agents with regards to status of reservations, payment requirements, deadlines, and conditions of reservations
• Arrange Meet and Greets as required
• Manage allocations
• Manage rooming lists deadlines
• Documentation Management of all Reservations:
• Itinerary planning and layout
• Compile travel packs for clients
• Vouchers
• Rooming lists
• Filing
• Handling and escalating client complaints
• Manage MOD phone and queries as required

Tour Guide Liaison:

• Book tour guides services as required
• Ensure guide is briefed with regards to client requirements, and highlight any special needs/requirements of clients
• Ensure correct selection of guide based on:
• Cultural background of group
• Age group of travellers and guide
• Language requirements
• Ability of guide

Client Care:

• Maintain contact with client during period of travel
• Maintain contact with tour guides throughout tour
• Manage client complaints and emergencies
• Maintain contact with agents
• Obtain feedback from agent following client departure

Payments & Account Queries:

• Ensure that clients invoiced for all services and invoices provided to clients timeously.
• Manage payments and Account queries
• Follow up on payments
• Liaise with Finance department with regards to queries
• Ensure payment conditions are strictly adhered to
• Keep Team Manager informed of possible problems
• Arrange pre-payments

Financial Reporting:

• Explanation of variances
• Margin Management (high & low)
• Reconciling of files

Administration:

• Full understanding and follow-through of all divisional procedures and policies.
• Submit timeous reports as requested and adhere to deadlines
• Maintain complete confidentiality with all company intellectual capital
• Ensure that all documentation has been filed and that files are updated

Client Relationships:

• Ensure client expectations are met, and the highest delivery of service is driven through the business.
• Ensure that clients are offered the best available price and product.
• Build and retain relationships with clients
• Always ensure effective communication with clients.
• Ensure that all correspondence, documentation, proposals, presentations are delivered accurately and timeously.
• Follow-up with clients and any leads

Supplier Relationships:

• Commitment to and building relationships with preferred partners.
• Ensure that the best rates are always negotiated and secured.
• Understanding supplier products.
• Establishing best product.
• Personal development on destinations and products.
• Actively source new products and creative ideas

Teamwork:

• Build and maintain good relationships within the team.
• Pro-actively get involved.
• Assist in areas of expertise.
• Flexibility to assist colleagues out of normal office hours, when and if required.

Learning & Development:

• Continuously develop product knowledge, attend industry events/seminars/conferences, and participate in supplier workshops, educationals and trade shows.
• Keep abreast of industry trends
• Attend all internal training interventions

Requirements:

• Matric / Grade 12
• Inbound Tourism industry experience
• Experience in Ad hoc Groups and Incentive Groups
• Experience in quoting ad hoc groups and incentives groups
• Travel & Tourism qualification would be preferable
• Tourplan knowledge and execution
• Knowledge of customers’ needs
• Ability to negotiate with suppliers for availability and rates
• Excellent South African and Regional geographic knowledge
• Strong product knowledge
• Strong logistical knowledge
• Attention to detail is essential
• A mature approach when dealing with people
• Capacity for dealing with employers and workers at all levels
• Confidentiality, tact and discretion when dealing with people
• Excellent planning, organisational, and analytical skills
• Good verbal and written communication skills
• Integrity and Honesty
• Good interpersonal skills
• Good problem-solving skills
• Negotiation and liaison ability
• Research skills