Office Administrator (Ultra-Luxury Safari Company)

HotelJobs; South Africa; Presencial; ZAR 223.000 - 379.000; Jornada completa

Descripción de la vacante

Safari JOBS is recruiting a highly organised Office Administrator for the Cape Town office of a luxury safari company. You will provide administrative and coordination support to the Commercial Manager and team, manage diaries, documents and CRM data, and assist with reservations when needed.

The role requires strong organisational skills, attention to detail and the ability to work independently, with occasional remote reservations support on weekends. Office-based, Cape Town, Monday–Friday.

Formación

• Minimum 2 years’ experience in office administration or similar role within luxury hospitality, travel or tourism.

Responsabilidades

• Manage Commercial Manager and Head of Sales calendars and meetings.
• Prepare, format and proofread reports; track contracts and trade partner docs.
• Process invoices, maintain budget sheets and assist with cash flow reporting.

Conocimientos

Diary management

Office coordination

Communication skills

Independent worker

Educación

2+ years in admin/office support

Herramientas

CRM systems

Airtable

Protel

Descripción del empleo

Safari JOBS is recruiting for a highly organised, proactive and dependable Office Administrator to join the Cape Town office of an award-winning ultra-luxury safari company.

Representing one of the most exclusive names in the luxury safari space, the company is known for delivering exceptional guest experiences, beautifully considered service and a highly personalised standard of hospitality to an international clientele.

This is an administration-first position; providing high-quality administrative, organisational and coordination support to the Commercial Manager and wider commercial team.

The successful candidate will play an important role in keeping the team’s day-to-day operations organised, accurate and running smoothly through effective diary and meeting management, accurate documentation, financial administration, office coordination and reliable follow-through on tasks.

The role will also provide practical assistance with trade communication, marketing activities, commercial administration and reservations when required.

The ideal person will be comfortable taking ownership of tasks, following things through and using their initiative to find practical, sensible solutions when needed.

This is not a staff-management position.

The Office Administrator reports to the Commercial Manager and works closely with the Head of Sales and Marketing & PR Manager, as well as colleagues in Finance and Reservations.

This full-time vacancy is open to Cape Town-based applicants, with preference for candidates residing within a reasonable daily commuting distance of the Claremont region, as this is a Monday to Friday, office-based position.

Reliable transport to and from the office is essential.

• Clear criminal record;
• Excellent employment track record – references will be verified;
• Clear written and verbal communication skills, with a polished, confident and professional telephone and email manner;
• Minimum 2 years’ experience in office administration, office coordination, executive assistance, sales support or a similar administrative support role, preferably within the luxury hospitality, tourism or travel sector;
• Excellent organisational skills, with the ability to manage multiple priorities, maintain accurate records and meet deadlines;
• Strong attention to detail and a careful, methodical approach to checking documents, figures and information;
• Confident working with Microsoft Office, particularly Outlook, Word and Excel, and comfortable learning CRM and other business systems;
• Experience coordinating diaries, meetings, documents, invoices, spreadsheets or budgets;
• Ability to work independently, use initiative, anticipate what needs to be done and follow tasks through to completion;
• High levels of discretion, reliability, accountability and professionalism when handling confidential information;
• Willingness to provide occasional remote reservations support on designated alternate weekends;
• Eligible to work in South Africa and able to work from the company’s Cape Town office.
• An understanding of luxury hospitality, safari or the leisure travel;
• Previous reservations experience within hospitality or travel, and or familiarity with CRM or Hospitality Reservations systems; Airtable and/or Protel experience.
• Highly organised, dependable and proactive; Calm and practical when priorities change or several deadlines coincide; Approachable and collaborative, with the confidence to communicate with colleagues and external partners; Service minded and committed to representing the brand to a high professional standard; Adaptable and willing to assist with a variety of administrative tasks as business needs require.

Responsibilities

• Manage calendars and schedule meetings for the Commercial Manager and Head of Sales; Coordinate appointments and calls with colleagues, travel advisors and external partners; Maintain organised electronic records, shared folders, contact lists and administrative systems so that information is accurate and easy to retrieve; Provide general office and team administration to support an organised, professional working environment.
• Prepare; format and proofread reports; Organise and track contracts, agreements and trade partner documentation, ensuring signed copies are received, accurately filed and easy to retrieve; Send STO agreements and other approved documentation to partners and follow up on outstanding signatures or information; Update the CRM and relevant spreadsheets accurately, including contact details, meeting records and agreed follow up actions.
• Prepare and submit the cash flow report to finance within the required timeframe; Process and track invoices, checking relevant details and ensuring they are submitted to Finance for payment without unnecessary delay; Maintain and update the budget sheet and related records, tracking expenses accurately and highlighting discrepancies or missing information.
• Assist with the organisation and administration of trade events, roadshows and media familiarisation trips; Coordinate practical arrangements, schedules, appointments, documents and follow up tasks for events and partner activities.
• Respond to routine enquiries professionally and direct specialist or commercial enquiries to the appropriate team member; Occasionally assist with following up on sales leads or reservation enquiries on behalf of the Head of Sales; this is a supporting task rather than the primary focus of the role; Assist the Reservations team when the Reservationist is on leave, as required; Provide remote reservations phone cover and respond to urgent reservation requests on designated alternate weekends, according to the agreed roster (This is performed remotely); Treat guests, clients, travel advisors, trade partners and colleagues with courtesy, discretion and professionalism at all times.
• Provide day-to-day administrative support to the Commercial Manager and wider commercial team; Help coordinate information and administration between departments; Use initiative to identify practical ways of improving organisation, tracking and administrative processes; Perform other reasonable duties from time to time as required to support the team and company objectives.

Compensation

Monthly remuneration of approximately: R20, 000.00 - R34, 000.00 gross. (Negotiable dependent on experience, skills, qualifications etc.)

Working Hours & Location

Full-time; Monday to Friday, office-based position - Office hours: 08h00 - 17h00 (OR 08h30 - 17h30, by prior arrangement), with alternate-weekend reservations support manning the reservations phone and completing a daily check for urgent reservation emails, primarily relating to weather-related logistical changes affecting guest arrivals and departures.