GROUP TOUR CONSULTANT

Tourvest DMC, a division of Tourvest Destination Management; Johannesburg; On-site; ZAR 240,000 - 360,000; Full time

Job summary

Tourvest DMC (Sense of Africa South Africa) in Bryanston, Johannesburg, seeks an experienced inbound tourism professional to manage group quotes, reservations and client liaison. The role emphasizes meticulous itinerary planning, accurate documentation, and strong supplier negotiations to meet deadlines and exceed client expectations.

Applicants should have SA tourism experience, knowledge of Tourplan, and ability to coordinate with agents and tour guides to deliver high-quality service.

Qualifications

• Matric/Grade 12 is required.
• Inbound tourism industry experience is essential.
• Experience with ad hoc groups and incentive groups is preferred.
• Tourplan knowledge required for bookings and reservations.

Responsibilities

• Quote and reserve itineraries and services via agents within turnaround times.
• Load reservations and PCM on Tourplan; ensure service confirmations with suppliers.
• Maintain liaison with agents regarding status, deadlines and conditions.
• Prepare travel packs, vouchers, rooming lists and documentation for clients.
• Handle client complaints and escalate issues as needed.
• Coordinate with tour guides on client requirements and preferences.
• Manage supplier relationships and negotiate best rates and availability.
• Provide admin support and maintain confidentiality of company information.

Skills

Inbound tourism experience

Group bookings & incentive groups

Negotiation with suppliers

Customer needs understanding

Travel & Tourism knowledge

Tourplan knowledge

Excellent SA & regional geography

Product knowledge

Logistical knowledge

Education

Matric / Grade 12

Travel & Tourism qualification preferable

Tools

Tourplan

Job description

Department: Sense of Africa South Africa

Location: Bryanston, Johannesburg

Description

To book journeys to Southern Africa for Group Series, Adhoc Groups and Incentive travelers via overseas agents, and to exceed customer expectations and meet the deadlines, and to retain relationships and achieve set sales targets.

Responsibilities

QUOTING AND 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 TDM 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
• 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 travelers 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 AND 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:

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

SUPPLIER RELATIONSHIPS:

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

TEAM WORK:

• To 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 AND 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

Qualifications and Expertise

• 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

Competency

• 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
• Negotiation and liaison ability

The salary for this position is competitive and dependent on relevant experience.

Disclaimer

ONLY CANDIDATES WITH THE MINIMUM REQUIREMENTS WILL BE CONSIDERED.
WHILST WE DO OUR BEST TO REPLY TO EACH APPLICATION, NON-COMPLIANCE WITH THE ABOVE REQUIREMENTS MAY BE THE CAUSE FOR OUR NON-RESPONSE.