Touring Travel Specialist

Craven Cottage CC; Randburg; On-site; ZAR 300,000 - 420,000; Full time

Job summary

Craven Cottage CC in Randburg is seeking a diligent Travel Coordinator to manage bookings for tours, charters and transfers across multiple channels. You will handle reservations, confirmations, invoicing and supplier allocations while ensuring accuracy and timely communication with clients and guides.

The role requires strong attention to detail, excellent communication, and the ability to work across the live chat, quoting and post-tour processes.

Qualifications

• Matric and formal qualification required.
• Excellent knowledge of South Africa’s tourism and attractions.
• Strong communication, negotiation and problem-solving skills.

Responsibilities

• Bookings for tours, charters and transfers and reservations via multiple channels.
• Email categorization, actioning and filing in the allocated inboxes daily.
• Respond to website live chat and provide quotes per department templates.
• Prepare charter proposals and send quotes following standard procedures.
• Handle bookings, confirmations, supplier allocations and invoicing per product.
• Adhere to cancellation policies, refunds and post-tour processes.
• Cross-check itineraries, room configurations and tour guide details.
• Provide professional client liaison and ensure timely, accurate documentation.

Skills

Communication

Negotiation

Problem-solving

Attention to detail

Teamwork

Education

Matric

Formal qualification

Tools

Tourplan

Microsoft Office

CRM systems

Job description

Duties:

• Booking scheduled tours, charters and transfers
• Reservations for bookings received via internal and external B2B and B2C channels
• Scheduled tour operations, apply to private guided tours, seat-in-coach tours and self-drive tours

Reservations:

• Ensure that emails in the allocated Inboxes are categorized, actioned and filed accurately daily
• Adhere to response standards and turnaround times

Website Live Chat:

• Acknowledge and respond to customers browsing the website immediately
• Understand and adhere to the Live Chat standards

Quoting:

• Understand accommodation, tours and transfers pricing
• Preparing Charter proposals for clients
• Send quote as per department template
• Adhere to the standard department quoting procedures per product
• In-depth understanding of operational considerations that affect tours (routes, distances, vehicles, etc)

Booking & Confirmations:

• Responsible for booking and confirming allocated tours, airport transfers, day tours, add-nights and Charter requests, received from the various sales channels
• Action relevant booking requests within the set turnaround time
• Monitor scheduled tour group numbers per departure and request scheduled departures to be blocked when needed
• Manage supplier allocations effectively
• Adherent to the standard department booking and confirmation procedures per product

Invoicing & Payments:

• Understand supplier negotiations and terms
• Understand tour costing and selling rate calculation
• Understand and monitor allocated tours’ profitability
• Accurate invoicing of bookings – pre-payments, deposits and clients on account
• Ensure supplier invoices are submitted to accounts to be paid on time
• Adherent to the standard department invoicing and payment procedures per product

Cancellations & Refunds:

• Understand cancellation policies and country travel laws
• Adhere to the standard department procedures per product to avoid cancellation fees
• Negotiate cancellation fees and refund requests with suppliers and clients when needed
• Ensure cancellation fees and refunds are processed when applicable

Pre-Tour Operations:

• Understand tour dispatch details
• Share the tour departures’ forecast to relevant suppliers
• Cross-check booking details per departure in advance
• Cross-check guests’ room configuration requirements with number of rooms booked
• Source and secure alternative accommodation when required and advise relevant clients of the changes
• Send rooming list and guide details to allocated scheduled tour properties and release allocation
• Book the vehicle and tour guide
• Book optional tours when required
• Link the Tourplan group bookings and pull the manifest for the tours that will partake and print the voucher applicable bookings from Tourplan
• Prepare relevant guest and tour guide documentation
• Send Welcome letters to hotels
• Brief tour guides and pay relevant cash advance before tour departures and adhere to the standard guide briefing procedures

During Tour Operations:

• Assist guests with lost luggage incidents
• Assist guests and arrange chaser transfers when required
• Check in with the tour guide intermittently during the tour
• Assist tour guides with any issues encountered on tour
• Report issues to agents when the tour experience is impacted negatively
• Assist and book any last‑minute post‑tour travel requirements

Post-Tour Operations:

• Tour debriefs with the guide
• Finalise all tour guide expenses and commission claims and send to Finance
• Review guest feedback with the guide and report any relevant issues to agents
• Ensure guest questionnaires are filed after resolving issues

Service Delivery / Customer Service:

• Consistently deliver on service expectations
• Professional communication with clients and suppliers
• Respond promptly to requests
• Ensure clients are offered the best available price and product
• Professionally liaise with clients to clarify travel requirements
• Provide the client with additional information on the destination, attractions, activities, properties, or transfers at the time of booking or receiving an enquiry
• Cross-sell pre‑post accommodation transfers and tours at the time of booking or receiving an enquiry
• Ensure all correspondence, documentation, files, and quotes are delivered accurately and timeously
• Establish and maintain good relationships with all staff
• Emergency/Manager on duty mobile phone duties when required, including after‑hours

Incidents & Complaints:

• Report incidents immediately according to the set procedure
• Ensure the necessary action is taken to resolve any issues immediately
• Ensure incidents or issues are captured on the Incidents Report

Reporting:

• Monitor weekly financial reports and fix bookings accordingly

Sales:

• After qualifying the enquiry, also include other possible relevant products to the client
• Follow up on ad hoc quotations to convert where required
• Understand the sales plan and methods

Product:

• Understand all tour itineraries in detail
• Monitor guest and guide feedback reports and escalat relevant issues to the Product team
• Ensure Product content on all systems is up to date

Requirements:

• Matric
• A formal qualification
• Excellent knowledge of South Africa (Tourist attractions, seasonality, routes, distances and driving times, places of interest, Geography, transport infrastructure)
• Tourplan working knowledge is advantageous
• Online systems working knowledge is essential
• Group series experience
• FIT client reservations experience
• Competency
• Good verbal, telephonic and written communication skills
• Good interpersonal skills
• Excellent problem‑solving skills
• Negotiation and liaison ability
• Strong decision‑making ability
• Innovative and proactive
• Must have attention to detail
• Basic financial knowledge
• Must be a team player
• Working knowledge of Microsoft Office Software: including Word, Excel and Teams