Reservation Officer

Department: Operations

Reports To: Operations & Finance Manager

Job Summary:

The Reservation Officer is responsible for handling all aspects of incoming tour bookings, ensuring smooth and efficient operations. This role requires strong organizational, communication, and problem-solving skills, as well as a deep understanding of the Kenya and Tanzania travel industry.

Key Responsibilities:

• Booking Management: 

o Process all incoming tour bookings accurately and efficiently.

o Book flights and train tickets for clients, ensuring timely bookings are done

o Reserve hotel accommodations based on the itineraries provided by the sales team

o Create detailed travel itineraries for each client, including flights, accommodation, transportation, and activities.

o Manage booking confirmations and amendments.

o Ensure all bookings are entered correctly into the company's reservation system.

o Ensure reports requested are provided as soon as requested and updated 

• Client Communication: 

o Respond promptly and professionally to all client/sales team inquiries regarding bookings.

o Provide excellent and timely service to all client and the sales team throughout the booking process.

o Address any client/sales team concerns or issues promptly and effectively.

• Operational Support: 

o Collaborate closely with the sales and operations teams to ensure seamless booking processes.

o Assist with the preparation of travel documents, such as client itineraries, confirmation vouchers and any other required document 

o Generate regular booking reports and track key performance indicators.

o Stay updated on industry trends, travel advisories, and any relevant changes in travel regulations.

• Administrative Support: 

o Maintain accurate records of all bookings and client interactions.

o Assist with other administrative tasks as required.

Qualifications & Experience:

• Diploma or Degree in Hospitality Management, Tourism, or a related field.

• Minimum 2 years of experience in a DMC or Tour Operator or related field.

• Proven experience in booking flights, hotels, and other travel services.

• Excellent customer service and communication skills (both written and verbal).

• Strong organizational and time-management skills with the ability to prioritize tasks effectively.

• Proficiency in using travel industry software (e.g., GDS systems, reservation systems).

• Strong computer skills, including proficiency in Microsoft Office Suite.

• Excellent attention to detail and accuracy.

• Ability to work independently and as part of a team.

• Flexibility to work occasional evenings and weekends as required is a must.

Benefits:

• Opportunity to work in a dynamic and growing company.

• Opportunities for professional development and career advancement.

To Apply:

Please submit your resume and cover letter.

Deadline for Applications: 3rd February 2025

Note: This job description is not exhaustive and may be subject to change.

Disclaimer: This job description is a general outline of duties and responsibilities and is not intended to be an exhaustive list. The Company reserves the right to amend and change duties as reasonably necessary to meet business and operational requirements.