Location: Cape Town, South Africa
Start Date: Immediately
Hybrid: Yes
For our Head Office in Cape Town, we are looking for an experienced Reservations Agent to join our team. This is an exciting opportunity to contribute to a leading Destination Management Company renowned for crafting unique and memorable travel experiences across Southern Africa.
As a Reservations Agent, you will report directly to the Leisure Groups Team Leader, with responsibilities that include, but are not limited to:
– Maintain and update Pax lists for both SA and NA Series.
– Create a Tourplan Group Book for all future confirmed tours using the PCM template.
– Create and update the Flight List for all confirmed tours.
– Book flights according to the Flight List for confirmed tours and passengers.
– Arrange flight bookings for Guides and Staff.
– For confirmed tours, book and pay for entrance tickets as per the itinerary (e.g., Table Mountain, Robben Island, Cape Point, Boulders, Franschhoek Tram, etc.).
– Insert ticketing costs into Tourplan under the relevant file.
– Save ticketing information into the tour folder.
– Assist with additional tasks or projects as assigned by Management to support company goals.
– Set up and manage Block-Booking Allotments in collaboration with the GMO.
– Recommend and manage alternative suppliers/products that align with company requirements.
– Maintain Block-Bookings for Series and ADHOC groups and update allotment grids.
– Monitor and manage Block-Booking inventory, ensuring updates for both FIT and ADHOC bookings.
– Ensure adherence to cancellation policies.
– Provide booking statuses upon request for tour block-bookings.
– Inform Groups & Product departments of any supplier changes (e.g., closures, renovations).
– Assist the department with Product-related requests (e.g., hotels with mosquito nets).
– Notify Consultants and follow up on supplier deposit payments.
– Cancel services before release dates as per tour availability and update grids.
– Negotiate with suppliers with strict policies before incurring charges.
– Cancel suppliers for unconfirmed tours and update grids.
– Ensure duplicate or unwanted suppliers are cancelled.
– Arrange extra services as required (e.g., restaurant reservations, activities like kayaking).
– Book tour extensions before the release date.
– Prepare supplier rate comparisons for the current vs. previous year, including increase ratios.
– Evaluate rate increases and provide a comparative analysis to Management.
– Assist in negotiating supplier rates with the Product department to secure better pricing.
– Input contracted rates into Tour Quoting and Invoice Calculation Templates.
– Attend Team Meetings and provide Daily Reports to Team Leader/s and Director/s.
– Maintain a clear, concise, and effective communication style with clients, Management, and the team.
– Attend industry events, trade shows, and networking opportunities to promote Terra Nova Tours.
– Diploma or degree in Tourism, Hotel Management or Events Management.
– Minimum of 5 years of experience in Group Travel and flight arrangements.
– In-depth knowledge of Southern African tourism destinations; Eastern Africa an advantage.
– Proven experience in designing and selling Group travel programs within Southern Africa.
– Comprehensive knowledge of Tourplan and WETU systems.
– Proven ability to manage complex itineraries and to handle pressure and tight deadlines.
– Ability to work extended hours when necessary to meet the demands and high pressure of the Travel Industry.
– A proactive, problem-solving attitude and ability to work independently as well as part of a team.
– Strong communication and organizational skills, with an ability to manage multiple tasks efficiently.
– Ability to establish and maintain effective working relationships with both clients and suppliers.
– Advanced knowledge of Microsoft Office and proven track record in use thereof.
– Competitive salary with performance-based incentives.
– Opportunities for Career Growth and Development.
– Travel perks and discounts.
– A dynamic and supportive work environment.
Please send your application detailing your relevant experience along with your earliest Start Date and Salary Expectations to hr@terra-nova.co.za.
At Terra Nova Tours, we pride ourselves on delivering unforgettable travel experiences across Southern Africa. As a leading Destination Management Company (DMC), we are committed to providing exceptional service and unique itineraries for our clients.
With our Head Quarter in the scenic city of Cape Town, South Africa, and a strategic presence in Windhoek, Namibia, we are perfectly positioned to deliver authentic and immersive travel experiences throughout Southern and Eastern Africa. Our services include Tailor-made Individual Travel, Group Travel, Scheduled Tours, and Meetings and Incentives.
As part of our team, you will have the opportunity to work in a dynamic environment, surrounded by like-minded individuals who share your passion for travel. If you are ready to contribute to creating memorable travel experiences while growing your career, we invite you to apply.