Groups Reservations Assistant

The Legends Agency; Remote; ZAR 50 000 - 200 000; Full time

Job summary

A UK Inbound Travel Operator seeks a Groups Reservations Assistant in Cape Town, South Africa, to manage tailored group tours across the UK and Ireland. The role demands at least 1-2 years of experience in group reservations, excellent English communication skills, and strong organizational abilities. The successful candidate will handle all aspects of reservations, including liaising with suppliers and providing detailed itinerary documentation. This position offers an opportunity to work in a dynamic team while delivering unique travel experiences.

Qualifications

• 1-2 years experience in a UK inbound group reservations role.
• Fluency in English; Italian is a strong plus.
• Proficiency in handling group travel arrangements.

Responsibilities

• Manage full group tour reservations, including itinerary planning.
• Liaise with hotels and transport companies for service delivery.
• Ensure accurate client data records and respond to communications.

Skills

Experience in group reservations

Fluent in English

Knowledge of UK cities

Strong communication skills

Organizational skills

Tools

Microsoft Office

Tourplan

Canva

Mailchimp

Job description

Groups Reservations Assistant

Join a long-standing UK Inbound Tour Operator delivering tailored group travel experiences across the UK & Ireland

Remote (South Africa) | R15 000 - R17 000 | UK Working Hours (9:30 -18:00)

About Our Client

With over 35 years of experience, this independent, family-owned UK Inbound Tour Operator provides bespoke B2B travel and event solutions across the UK and Ireland. Known for delivering unique, client-focused experiences, the company takes pride in combining personal service with deep industry knowledge to craft unforgettable tours and group events.

The Role: Groups Reservations Assistant

This role supports the delivery of tailored group tours across the UK and Ireland. You'll manage the full reservation cycle from itinerary planning and supplier contracting to booking confirmations and client liaison. The position requires a strong understanding of UK inbound tourism, major UK destinations, and exceptional attention to detail when handling client and supplier communication.

Key Responsibilities

• Minimum 1-2 years of experience in a group reservations role within UK inbound tourism
• Handle full group tour reservations, including itinerary planning, supplier contracting, and travel arrangements
• Suggest and confirm travel routes, accommodation, and special interest tours based on client needs
• Liaise with hotels, transport companies, guides, and attractions to ensure smooth delivery of services
• Provide itinerary documentation, travel vouchers, and visa/travel information to clients
• Manage amendments, cancellations, and client communications promptly and professionally
• Support pricing queries and assist in resolving account-related issues
• Maintain accurate client data records and follow up on quotations and sales opportunities
• Support internal teams in developing business and achieving revenue targets

About You

• 1-2 years experience in a UK inbound group reservations role (Tour Operator or Travel Agency)
• Fluent in English; Italian language skills are a strong advantage
• Strong knowledge of UK cities and tourist attractions (e.g., London, Edinburgh, Bath, Oxford)
• Experience with booking coaches, restaurants, and other group services
• Proficient with Microsoft Office; experience with Tourplan, Canva, Mailchimp, or Trip Creator is beneficial
• Highly organised, excellent attention to detail, and customer-focused
• Strong communication skills and ability to handle pressure
• Commercially aware with an understanding of gross vs. net rates and profit margins