Luxury Travel Operations Coordinator

Sataya; South Africa; Remote; ZAR 406,000 - 487,000; Full time

Benefits offered by this job

Remote work option

Job summary

Satāya, a distinguished luxury safari company in South Africa, seeks an experienced Travel Operations Coordinator to own confirmed bookings from confirmation through travel. You will manage guest itineraries, supplier coordination and all documentation, delivering meticulous, guest-focused service for high-end international clients.

The role offers permanent full-time work with a remote-work option for the right candidate, open to national travel, and a compensation package up to R40 000.00 per

Qualifications

• Considerable previous experience within a tour operator, DMC or luxury/safari travel operations environment is essential.
• Exceptional attention to detail; a natural instinct for identifying inconsistencies, missing information and potential logistical issues before they become problems.
• Excellent planning and organisational ability, with confidence managing multiple complex bookings, priorities and deadlines simultaneously.
• Strong operational mindset with the ability to plan ahead, anticipate requirements and take genuine ownership of tasks through to completion.
• Confident, warm and professional communication skills when liaising with high-end international guests and a wide supplier network.
• High standard of written and verbal English.
• Calm, organised and solutions-focused under pressure, with strong initiative and practical problem-solving ability.
• Strong proficiency in Google Drive and Google Workspace; comfortable working across multiple digital platforms and able to learn new systems quickly.
• Familiarity with AI tools and a genuine willingness to use automation to improve operational workflows and efficiency.
• Experience with Tourplan and Safari Portal is a strong advantage.

Responsibilities

• Take full operational responsibility for confirmed bookings through travel coordination.
• Coordinate itineraries including accommodation, transfers, flights and activities.
• Work with consultants to ensure smooth handover from planning to operations.
• Proactively follow up on confirmations, payments and supplier responses to meet deadlines.
• Assist with last-minute changes, cancellations or disruptions, finding solutions and informing all parties.
• Act as a key operational link between consultants, guests and suppliers with clear, timely communication.
• Liaise with suppliers on confirmations, timings, and special requests.
• Build and maintain professional supplier relationships and provide guest-ready information.
• Provide warm, professional operational support before and during travel.
• Collect and manage guest information, including passport details and special requests.
• Ensure accurate guest data reaches suppliers and maintain complete booking documents.

Skills

Tour operator experience

Attention to detail

Planning & organisation

Communication with high-end guests

Google Drive / Workspace proficiency

Team collaboration

Problem-solving under pressure

AI tools familiarity

Tools

Tourplan

Safari Portal

Google Drive

Google Workspace

Slack

Asana

Job description

South Africa | Open to travel nationally | R40 000.00 Per month

• Compensation: up to R40 000.00 per month (Negotiable based on experience)
• Reports to: Management Team.
• Work Type: Permanent, Full Time.

Overview

Satāya is representing a distinguished luxury safari company in their search for an experienced Travel Operations Coordinator to take full ownership of confirmed booking operations. This is a key behind-the-scenes role within a highly regarded bespoke safari business, responsible for ensuring every element of a guest's journey is accurately planned, coordinated and communicated from booking confirmation through to travel.

The business operates at the top end of the safari market, delivering intricate, multi-destination itineraries for discerning international guests. The successful candidate will bring considerable experience in safari operations, luxury travel or the tour operator industry, with a natural instinct for detail, a calm approach under pressure and the ability to manage multiple complex bookings simultaneously.

This is a long-term position with genuine scope for ownership and growth within a close-knit, professionally driven team.

Key Responsibilities

1) Booking Operations and Coordination

• Take full operational responsibility for confirmed bookings, ensuring all arrangements are accurately coordinated from confirmation through to travel.
• Coordinate and manage guest itineraries and travel logistics, including accommodation, road transfers, flights, activities, guides and all itinerary components.
• Work closely with consultants to ensure a smooth, thorough handover from the planning and sales stage into operations.
• Proactively follow up on outstanding confirmations, documentation, guest information, payments and supplier responses to ensure deadlines are met and bookings remain on track.
• Assist with last-minute changes, cancellations or operational disruptions, working calmly and efficiently to find appropriate solutions while keeping all parties informed.

2) Supplier and Guest Communication

• Act as a key operational link between consultants, guests and suppliers, ensuring communication is clear, professional, timely and accurate throughout the booking process.
• Liaise directly with suppliers regarding confirmations, guest information, timings, logistics, special requests, amendments and other operational requirements.
• Build and maintain strong, professional supplier relationships through a collaborative and solutions-focused approach.
• Communicate directly with guests when required, providing warm, professional and reassuring operational support before and during travel.

3) Guest Information and Documentation

• Collect, organise and manage all required guest information, including passport details, dietary requirements, rooming information, special occasions and specific requests.
• Ensure suppliers receive complete, accurate and timely guest information, with all special requirements correctly reflected within the booking.
• Manage guest-facing operational communication, including invoices, payment receipts, guest information forms and pre-travel documentation.
• Assist with the preparation and review of guest quotations, itinerary documents and booking materials, ensuring accuracy and completeness before distribution.

4) Systems and Administration

• Maintain accurate booking records, operational deadlines, calendars, internal trackers and shared documentation, ensuring all information is current and accessible.
• Use Google Drive and Google Workspace confidently to manage shared files, booking documentation and team collaboration.
• Work across company platforms including Slack, Asana, Tourplan, Safari Portal and other operational tools.
• Support the continuous improvement of operational processes, internal systems and workflows, identifying opportunities to improve efficiency, accuracy and communication.

Ideal Candidate Profile

• Considerable previous experience within a tour operator, DMC or luxury/safari travel operations environment is essential.
• Exceptional attention to detail; a natural instinct for identifying inconsistencies, missing information and potential logistical issues before they become problems.
• Excellent planning and organisational ability, with confidence managing multiple complex bookings, priorities and deadlines simultaneously.
• Strong operational mindset with the ability to plan ahead, anticipate requirements and take genuine ownership of tasks through to completion.
• Confident, warm and professional communication skills when liaising with high-end international guests and a wide supplier network.
• High standard of written and verbal English.
• Calm, organised and solutions-focused under pressure, with strong initiative and practical problem-solving ability.
• Strong proficiency in Google Drive and Google Workspace; comfortable working across multiple digital platforms and able to learn new systems quickly.
• Familiarity with AI tools and a genuine willingness to use automation to improve operational workflows and efficiency.
• Experience with Tourplan and Safari Portal is a strong advantage.
• A proactive, dependable and accountable approach, with genuine motivation to become a long-term member of the team and contribute to its continued development.

Why Our Client

• Join a respected, relationship-led safari company operating at the top end of the luxury travel market.
• A long-term position with real scope for ownership, contribution and growth.
• Work within a close-knit, professionally driven team that values accuracy, quality and genuine care for the guest experience.
• Flexibility of a remote working option for the right candidate.

This represents a confidential search conducted on behalf of our client. To protect the privacy of the brand and its high-profile clientele, specific company details will be shared exclusively with shortlisted candidates. If you have not received a response within two weeks, please consider your application unsuccessful at this time.