Operations Coordinator

Wild Dreams Hospitality; Hoedspruit; On-site; ZAR 600,000 - 850,000; Full time

Job summary

Wild Dreams Hospitality in Hoedspruit is seeking a senior, admin-heavy, hybrid role to manage guest itineraries, safari planning, logistics and retail merchandise coordination. You will operate across operations and retail, ensuring flawless execution with confidential communication and sustainable practices.

The role demands exceptional organisation, proactive problem-solving and the ability to work under pressure in a luxury environment, with weekend duty as needed.

Qualifications

• Extensive senior-level back-end safari operations or travel planning experience.
• Exceptional organisational and administrative skills with ability to manage multiple priorities.
• Proven ability to execute safari journeys and complex itineraries flawlessly.
• Proficiency across Google Suite, Tourplan and Safari Portal.
• Confident written and verbal communication skills.
• Strong guest communication, especially under pressure or last-minute changes.
• Ability to work quickly and accurately in fast-paced environments.
• Excellent computer literacy across multiple digital platforms.
• Outstanding attention to detail and accuracy.
• Proactive, solutions-driven mindset with confidentiality in luxury settings.
• Interest in sustainable tourism and responsible business practices.
• Willingness to provide weekend phone duty and emergency support.

Responsibilities

• Coordinate and manage guest itineraries and travel logistics, including transfers and flights.
• Act as an operational link between consultants and suppliers, handling confirmations and updates.
• Monitor itineraries and internal systems for discrepancies before issues arise.
• Collect and organise essential guest information (passports, dietary needs, requests).
• Manage guest-facing admin: invoices, receipts, pre-travel information.
• Prepare and review quotations and itinerary documentation for accuracy.
• Use Google Suite, Tourplan and Safari Portal to manage workflows.
• Curate distribution of branded merchandise packs for guests and VIPs.
• Maintain stock records across outlets and online store; flag reorders.
• Check retail outlets for presentation and brand alignment.
• Coordinate courier bookings, postage and packaging.
• Handle ordering, stock takes, invoicing and payments with partners.
• Provide weekend phone duty and emergency response as needed.
• Provide general senior-level administrative support, including ad hoc projects.

Skills

Senior back-end operations

Google Suite

Communication

Attention to detail

Discretion

Sustainable tourism

Weekend support

Tools

Tourplan

Safari Portal

Job description

This is a senior, admin-heavy, hybrid role suited to a world-class candidate who operates at the very highest level of precision. You'll run the back end of safari planning and guest logistics, split between safari operations and the company's retail merchandise line, in an environment that simply doesn't allow for mistakes.

Core Criteria:

• Extensive, senior-level experience in back-end safari operations, travel administration or similar high-end travel planning roles
• Exceptional organisational and administrative skills with the ability to manage multiple priorities at once
• Proven ability to execute safari journeys and complex itineraries flawlessly, with zero tolerance for error
• Strong technical proficiency across Google Suite, Tourplan and Safari Portal
• Clear, professional and confident written and verbal communication skills
• Strong guest communication skills: warm, reassuring and solutions-focused, especially under pressure or with last-minute changes
• Ability to work quickly and accurately in a fast-paced operational environment
• Excellent computer literacy and confidence navigating multiple digital platforms
• Outstanding attention to detail and accuracy
• Strong initiative and a proactive, solutions-driven mindset
• Solid understanding of confidentiality and discreet communication in a luxury environment
• Genuine interest in sustainable tourism and responsible business practices
• Willingness to provide weekend phone duty and emergency response support

Candidate Responsibilities:

• Coordinate and manage guest itineraries and travel logistics, including transfers, flights and activity timing
• Act as an operational link between consultants and suppliers, handling confirmations, logistics and guest updatesMonitor itineraries, calendars and internal systems closely, flagging discrepancies or timing conflicts before they become issues
• Collect and organise essential guest information such as passports, dietary needs and special requests
• Manage guest-facing admin including invoices, payment receipts and pre-travel information
• Prepare and review guest quotations and itinerary documentation for accuracy before they go out
• Operate confidently across Google Suite, Tourplan and Safari Portal to manage workflows and team communication
• Curate and oversee distribution of branded merchandise packs for guests and VIP clients
• Maintain accurate stock records across retail outlets and the online store, flagging reorders as needed
• Conduct regular check-ins at retail outlets to ensure presentation and brand alignment
• Act as the main point of contact between retail outlets and the operations team
• Coordinate logistics such as courier bookings, postage and packaging
• Handle ordering, stock takes, invoicing and payments in collaboration with internal and external partners
• Provide weekend phone duty and emergency response as required
• Provide general senior-level business and administrative support, including ad hoc projects

This is a hybrid position (Hoedspruit-based office), with the potential for remote work