Group Tour Consultant

Craven Cottage CC

Randburg

On-site

ZAR 180,000 - 260,000

Full time

14 days+

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Benefits offered by this job

Confidentiality and discretion

Job summary

Craven Cottage CC is seeking an organized travel coordinator to manage quotes, reservations, and client communications for groups and incentives in Randburg. You will load bookings, liaise with suppliers, and ensure accurate rooming lists and vouchers.

Responsibilities include handling payments, managing client feedback, and supporting tour guides by briefing them on client requirements and special needs. A mature, detail‑oriented professional is essential.

Qualifications

Inbound Tourism industry experience required.
Experience quoting ad hoc groups and incentive groups.
Knowledge of customers’ needs and supplier sourcing.
Strong planning, organisational, and analytical skills.

Responsibilities

Quote and reserve services for clients and agents via Tourplan and Excel.
Maintain client and supplier communications, including payments and deadlines.
Prepare travel packs, rooming lists, and vouchers.
Support tour guides and liaise on client requirements.
Handle complaints, escalations, and financial reconciliations.
Ensure confidentiality and compliance with company procedures.

Skills

Inbound tourism experience

Group quotation experience

Ad hoc group coordination

Incentive group knowledge

Tourplan knowledge

Supplier negotiation

Excellent geographic knowledge

Strong product knowledge

Logistical planning

Attention to detail

Communication skills

Negotiation & liaison

Research skills

Education

Matric / Grade 12

Travel & Tourism qualification (preferable)

Tools

Tourplan

Job description

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: