Careers

• 3-5 years previous experience in the tourism industry
• Proficient in the English language, additional languages beneficial
• Computer literate and proficient on Microsoft Office and Outlook
• Previous experience on Tourplan
• Previous experience on WETU beneficial
• Product/Destination knowledge of South Africa, Botswana, Zambia, Zimbabwe, Namibia and/or East Africa
• Ability to multitask and assist with additional projects when needed by Team Leader, GM or MD
• Prepared to work extra hours, weekends, and public holidays when necessary
• Excellent written and verbal communication skills
• Passionate about service delivery
• Organized and good time management skills
• Solution-driven and detail orientated
• Self-motivated and constantly looking for opportunities for growth

Quoting  

• Know who your client is/study profile in Tourplan or ask a senior Team Member (who knows the client/agent)
• Understand the time zone in which the client/agent is based
• Quote clients as per their initial request
• Offer alternative quotations in order to be competitive or if you feel the client’s initial request is not suitable or practical
• Quotes must be presented in a manner that is informative and easily understood by the client. Explanations of any changes/improvements to the itinerary must be given
• All quotes must be checked and signed off by your (a Senior Team member) team prior to being sent out
• Acknowledgement of receipt of your client’s initial request must be made on the day of receipt unless received after hours.
• Provide the client with a quotation on the same working day (unless otherwise authorized by the team leader or general manager) If unable to provide a final quotation on the same business day you need to communicate with your client/agent on the same day explaining why there is a delay/where you are at
• Follow up with agents/clients on quotations sent of a weekly basis so they can be confirmed, or the file closed.

Reservations

• Follow all the necessary procedures that are required in making a reservation i.e. correspond with suppliers timeously re provisional bookings, waitlists, reconfirmations, rooming lists and cancellations. Always consider deposit, full payment and cancellation deadlines
• Correspond with the client in a factual, informative and easily understood manner especially in the case of group bookings where there are payment deadlines and penalties
• Double check your reservations immediately upon receipt from suppliers for accuracy to make sure they have been made correctly and update booking statuses in the reservations system
• Check visa requirements
• Check arrival and departure connections
• Reconfirm airline bookings
• A copy of all correspondence (received or sent out) must be recorded
• Ensure that all supplier invoices are received timeously from suppliers and are checked and actioned according to procedure

Invoicing

• Once a booking has been confirmed, an invoice must be issued reflecting the deposit amounts, date due and date of final payment being due
• It is not acceptable for invoicing to be left to the last moment

Assisting the Accounts Department

•  By checking that deposits have been received and paid by the due date
• By checking supplier invoices are correct
• By checking that final payments have been received and paid by the due date
• Assisting with supplier and client accounts queries

Documentation

• Ordering airline tickets timeously – a copy of the e-tickets must be kept on file
• Ensuring documentation is sent out to suppliers/clients.
• Allowing enough time to ensure the documents arrive 6 weeks prior to the client’s first date of travel – this may be prior to the date your client commences his/her travel with Journey Beyond

E-Filing

• Assuming responsibility for all your own filing
• Clearing out your quoted files on a monthly basis
• Clearing out your emails from the Journey Box and making sure they are filed accordingly

Communication 

• Clients must be communicated to in a clear, precise manner in order to avoid possible misunderstandings and misinterpretation
• To communicate information received from suppliers and agents to the relevant parties within Journey Beyond in order to ensure we are aware of specific events that may affect the smooth running of the business

General

• Maintain your quote and reservations files in a manner that is acceptable to the Company
• Any quote/booking problem must be brought to Managements attention as soon as it is discovered. This will give Management time to assist with sorting out the problem well in advance of the client’s date of travel
• Should there be a computer, telephone, printer and other equipment problems ensure you follow the correct procedures for logging these problems
• Reports to the Reservations Team Leader

• 5-7 years previous experience in the tourism industry
• Proficient in the English language, additional languages beneficial
• Computer literate and proficient on Microsoft Office and Outlook
• Excellent knowledge of Tourplan
• Previous experience on WETU beneficial
• Good Product/Destination knowledge of South Africa, Botswana, Zambia,
• Zimbabwe, Namibia and/or East Africa
• Ability to multitask and assist with additional projects when needed by Team
• Leader, GM or MD
• Prepared to work extra hours, weekends, and public holidays where necessary
• Good leadership skills
• Excellent written and verbal communication skills
• Passionate about service delivery
• Organized and good time management skills
• Solution driven and detail orientated
• Self-motivated and constantly looking for opportunities for growth

Quoting

• Understand the time zone in which the client/agent is based
• Know who your client is/study profile in Tourplan or ask a Senior Team Member (who knows the client/agent)
• Quote clients as per their initial request
• Offer alternative quotations in order to be competitive or if you feel the client’s initial request is not suitable or practical
• Quotes must be presented in a manner that is informative and easily understood by the client. Explanations of any changes/improvements to the itinerary must be given
• All quotes must be checked and signed off by a Senior Team Member prior to being sent out
• Provide the client with a 12 – 24 hour turnaround depending on the complexity of the quotation
• All quotes and booking requests must be acknowledge on the day of receipt of your client’s initial request, If unable to provide a final quotation on the same business day you need to communicate with your client/agent on the same day explaining why there is a delay
• Follow up with agents/clients on quotations sent of a weekly basis so they can be confirmed, or the file can be closed

Reservations

• Follow all the necessary procedures that are required in making a reservation i.e. correspond with suppliers timeously re provisional bookings, waitlists, reconfirmations, rooming lists and cancellations. Always take into account deposit, full payment and cancellation deadlines
• Correspond with the client in a factual, informative and easily understood manner especially in the case of group bookings where there are payment deadlines and penalties
• Double check your reservations immediately upon receipt from suppliers for accuracy to make sure they have been made correctly and update booking statuses in the reservations system
• Check visa requirements
• Adhere to airline ticketing deadlines
• Reconfirm airline bookings
• A copy of all correspondence (received or sent out) must be recorded
• Ensure that all supplier invoices are received timeously and forwarded to the accounts department upon receipt of same
• Check suppliers invoices very carefully to ensure all the information pertaining to the booking is correct

Invoicing

• Once a booking has been confirmed a final invoice reflecting the deposit amounts, date due and date of final payment being due must be issued. It is not acceptable for invoicing to be left to the last moment
• Assisting the Accounts Department
• By checking that deposits have been received and paid by the due date
• By checking supplier invoices are correct
• By checking that final payments have been received and paid by the due date
• Assisting with supplier and client accounts queries

Documentation

• Ordering airline tickets timeously – a copy of the e-tickets must be kept on file
  Ensuring documentation is sent out to suppliers/clients. Allowing enough time to ensure the documents arrive prior to the client’s first date of travel – this may be prior to the date your client commences his/her travel with Journey Beyond

E-Filing

• Assuming responsibility for all your own filing
• Clearing out your quote files on a monthly basis
• Clearing out your emails from the Journey Box and making sure it is filed accordingly

Communication

• Clients must be communicated to in a clear, precise manner in order to avoid possible misunderstandings and misinterpretation
  To communicate information received from suppliers and agents to the relevant parties within Journey Beyond in order to ensure we are aware of specific events that may affect the smooth running of the business

General

• Maintain your quote and reservations files in the manner laid out by the company
• Any quote/booking problem must be brought to Managements attention as soon as it is discovered. This will give Management time to assist with sorting out the problem well in advance of the client’s date of travel-failure to do so will result in the problem becoming an offense
• Generally assist your colleagues e.g. checking of quotes and taking over bookings during periods of leave or sickness
• Should there be computer, telephone, printer and other equipment problems ensure you follow the correct procedures for logging these problems
• Reports to the Reservations Team Leader

• 7-10 years previous experience in the tourism industry
• Excellent knowledge of luxury properties and tours in Southern and East Africa
• Proficient in the English language, additional languages beneficial
• Computer literate and proficient on Microsoft Office and Outlook
• Excellent knowledge of Tourplan and WETU
• Excellent Product/Destination knowledge of South Africa, Botswana, Zambia, Zimbabwe, Namibia, and East Africa
• Ability to multitask and assist with additional projects when needed by Team Leader, GM or MD
• Prepared to work extra hours, weekends, and public holidays where necessary
• Excellent leadership and delegation skills
• Excellent written and verbal communication skills
• Passionate about service delivery
• Organized and good time management skills
• Solution driven and detail orientated
• Self-motivated and constantly looking for opportunities for growth

Day to Day

Quoting

• Know who your client is/study profile in Tourplan or ask a senior Team Leader (who knows the client/agent)
• Understand the time zone in which the client/agent is based
• Quote clients as per their initial request
• Offer alternative quotations to be competitive or if you feel the client’s initial request is not suitable or practical
• Quotes must be presented in a manner that is informative and easily understood by the client. Explanations of any changes or improvements to the itinerary must be given
• All quotes must be checked and signed off by a senior colleague or team leader prior to being sent out
• Provide the client with a 12-24 hour turnaround depending on the complexity of the quotation
• All quotes and booking requests must be acknowledged on the day of receipt of your client’s initial request If unable to provide a final quotation on the same business day you need to communicate with your client/agent on the same day explaining why there is a delay/where you are at.
• Follow up with agents/clients on quotations sent of a weekly basis so they can be confirmed, or the file can be closed
• If, for any reason, you cannot go back to a client/agent on a given day giving them a complete answer, itinerary and quote then you need to advise the client and/or agent why and prioritize getting this complete response out the next day

Reservations

• Follow all the necessary procedures that are required in making a reservation, correspond with suppliers timeously regarding provisional bookings, waitlists, reconfirmations, rooming lists, and cancellations
• Always consider deposit, full payment, and cancellation deadlines
• Correspond with the client in a factual, informative, and easily understood manner, especially in the case of group bookings where there are payment deadlines and penalties
• Double check your reservations immediately upon receipt from suppliers for accuracy to make sure they have been made correctly and update booking statuses in the reservations system
• Check visa requirements
• Adhere to airline e-ticketing deadlines
• Reconfirm airline bookings
• A copy of all correspondence (received or sent out) must be put on file
• Ensure that all supplier invoices are received timeously and forwarded to the accounts department upon receipt of same
• Check supplier invoices very carefully to ensure all the information pertaining to the booking is correct

Invoicing

• Once a booking has been confirmed an invoice must be issued reflecting the deposit amounts, date due and date of final payment being due.
• It is not acceptable for invoicing to be left to the last moment

Communication

• Clients must be communicated to in a clear, precise manner to avoid possible misunderstandings and misinterpretation
• To communicate information received from suppliers and agents to the relevant parties within Journey Beyond to ensure we are aware of specific events that may affect the smooth running of the business and can learn of new products and solutions

E-Filing

• Assuming responsibility for all your own filing
• Clearing out your quote files monthly
• Clearing out your emails from the Journey Box and making sure it is filed accordingly 

Documentation

• Ordering airline tickets timeously – a copy of the e-tickets must be kept on file
• Ensuring documentation is sent out to suppliers and clients. Allowing enough time to ensure the documents arrive prior to the client’s first date of travel. This may be prior to the date your client commences his or her travel with Journey Beyond. Documents should go out 6 weeks in advance – when files are meant to ALL have been handed to the Quality Controller (See new paperless procedure attached)

Assisting the Accounts Department

• By checking that deposits have been received and paid by the due date and ensuring team members do
• By checking supplier invoices are correct
• By checking that final payments have been received and paid by the due date
• Assisting with supplier and client accounts queries

Support

• Assisting the junior and intermediate reservations consultants with itinerary planning, product selection and costing of itineraries

General

• Maintain your quote and reservations files in the manner laid out by the company
• Any quote or booking problem must be brought to Management’s attention as soon as it is discovered. This will give Management time to assist with sorting out the problem well in advance of the client’s date of travel
• Generally, assist your colleagues in checking of quotes and taking over bookings during periods of leave, educational trips, or sickness

• 5+ years previous experience in the tourism and/or Sales and Marketing industry
• Proficient in the English language, additional languages beneficial
• Computer literate and proficient on Microsoft Office and Outlook
• Previous experience on Tourplan
• Product/Destination knowledge of South Africa, Botswana, Zambia, Zimbabwe, Namibia and/or East Africa beneficial
• Ability to multitask and assist with additional projects when needed by Team Leader, GM or MD
• Prepared to work extra hours, weekends, and public holidays when necessary
• Excellent written and verbal communication skills
• Passionate about the Tourism Industry
• Organized and good time management skills
• Solution-driven and detail orientated
• Self-motivated and constantly looking for opportunities for growth
• Excellent Leadership skills
• Creative and able to stay up to date with relevant trends in the Tourism Industry and social media
• Excellent knowledge of Social Media platforms such as Linkedin, Instagram and Facebook

Sales and Marketing of Journey Beyond & Private Ocean Islands

• Participate and contribute to meetings, developing of strategies and ensuring they are implemente
• Develop innovative new ideas and processes and ensure they are implemented
• To manage all sales activities/responsibilities relating to identified and assigned Agents. Working in conjunction with the MD & GM to assess present business and future opportunities and assist in implementing a documented strategy
• Specials development and facilitating required distribution
• Allocating Rates for Agents with input from the Sales and Marketing Team and the Managing Director

Local and International Trade Shows, Sales Trips, Workshops and Road Shows throughout the year

These include but are not limited to WTM Africa, ILTM Africa, We Are Africa, Indaba, Traveller Made, Pure, ILTM Cannes

• Online registration and application for stand space
• Keep records of deadlines and ensure they are met
• Appointment Diaries and Schedules and have them bound and ready for the show
• Assist with all travel arrangements where necessary, this can include flights and visa applications
• Setting up of appointments
• Preparation of PowerPoint presentations and all other collateral
• Follow up on tradeshows/sales trips with each agent for feedback and provide information based on their relevant market

Agents – System Maintenance Tourplan

• Set up of and maintenance of the Tourplan Sales Module
• Source all information needed and enter and maintain all details, contact names, telephone number, faxes, emails, websites, cell phone numbers, postal and physical addresses, communication history, rate profiles, commission profiles, etc. Without this information, no reporting, reservations or communication with our client base would be possible from Tourplan
• Ongoing maintenance of records
• Ongoing maintenance of agent rate profiles, relevant notes to profiles
• Reports Maintenance – testing and updating
• Pulling statistics internally or for agents or suppliers on request
• Pulling Nightly rate sheets out of the system and formatting them accordingly
• Statistics for agents who require them on a regular basis
• Recording of important communication and attaching to agent profiles

Agents

• Taking responsibility for specific travel market development as agreed upon
• Updating and maintaining databases
• Providing all agents with any information, rates or images they may require

Representation

• Overseeing and coordinating all efforts of our International Representation
• Overseeing communication with travel partners

Newsletters, Websites & Social Media

• Distribution of Press Releases, newsflashes and urgent information
• Providing copy and material for Journey Beyond and Private Ocean Islands website, including Newsletters, Career availability updates and liaising with our Website designers on any changes that need to be made
• Updating electronic marketing documents for Journey Beyond and Private Ocean Islands
• General Social Media updates

Rates

• Compiling of rate sheets for JB and POI
• Distribute rates to the client base of JB and POI
• Distribute general information JB and POI
• Ongoing distribution of rates throughout the year, updating client information and database as these changes
• Compilation of individual and tailor-made nett nightly rate sheets for specific agents and distribution thereof

Educationals/Site Inspections/Prize-winners (in conjunction with reservations) for agents

• Compiling itineraries for agents/operators in conjunction with reservations
• Requesting space at discounted rates
• Requesting activities, transfers and other related services at discounted rates
• Ongoing communication with suppliers
• Ongoing communication with agent/operator
• Final programs get sent out to agent/operator
• Lead educational trips where required
• Request feedback on agents’ return to the office
• Distribute feedback to all suppliers involved

Strategizing and increase sales in your respective Market

• Participate and contribute meaningfully to meetings, developing of strategies and implementation thereof
• To assist in the preparations of sales strategies and budget for Markets
• In conjunction with the relevant parties, assess present business (and future opportunities) and implement the documented strategy
• To manage all sales activities/ responsibilities relating to identified and assigned trade partners
• Administrate sales reports where required and feedback and manage feedback to the reservation team

Administration in the Office – General Admin Duties

•  This will include the setting up, maintenance and filing of all relevant correspondence for the sales department
• General assistance with formatting and documentation for all in office
• Compilation of and maintenance of all official electronic “stationery” for JB/POI

Educationals / Site Inspections / Prize Compilations for team

• Setting up of educational programs for Journey Beyond and Private Ocean Islands
• Setting up site inspections for the team in conjunction with Reservations
• Setting up product/supplier meetings for Reservations
• Receiving incentive overrides from suppliers and overseeing that targets are met

JB and POI Internal and External Branding

• Update relevant documents
• Maintaining brand ownership

Other

• Assist JB/POI with reservations queries, rates, bookings etc when needed
• Host / entertain international agents, journalists, members of the press as well as clients where required
• Assist with Sales and Marketing Team’s e-mails and responsibilities when members are out of the office

• 1-5 years previous experience in the tourism industry
• Proficient in the English language, additional languages beneficial
• Computer literate and proficient on Microsoft Office and Outlook
• Previous experience on Tourplan and/or WETU beneficial
• Ability to multitask and assist with additional projects when needed by Team Leader, GM or MD
• Prepared to work extra hours, weekends, and public holidays (as and if need be)
• Excellent written and verbal communication skills
• Passionate about service delivery
• Organized and good time management skills
• Solution-driven and detail orientated

Day-to-day

• Assist Reservations consultants with checking for availability on bookings
• To ensure that all consultants hand in confirmed files to Quality Controller
• Prelim checks – Invoices and confirmation to be checked before being sent out (buddy system)
• Comparing and checking if all the client’s details/ dietary /medical received from the agent correspond with Tourplan
• Checking if the flights received from the agent correct in Tourplan
• Checking invoices from the suppliers with Tourplan if the names, dates, room type/ services, amounts are correct and match Tourplan
• Checking that re-confirmation was sent from Tourplan with all client’s details
• Checking that final confirmed itinerary correspond with what is loaded in Tourplan (especially dates)
• Invoice to the agent corresponds to the Tourplan and email printed showing that invoice was sent
• Checking that costing is the same as Confirmation and Invoice/s
• If any of the above is outstanding, to the check with the consultant if it either needs to be requested from the supplier, or amended
• Checking pick-up and drop-off details and making sure it is flowing as per the itinerary
• Handing finalised file to Quality Control (See new paperless procedure attached)
• Checking availability for the consultants if time permits and files are all finished, priority files and getting them to Quality Control in a fast and accurate manner
• Assisting consultants with general admin or ad-hoc duties
• Checking that account summary that it balances to zero
• Follow-up with suppliers on guests travelling

• 5+ years of previous experience in the tourism industry
• Proficient in the English language, additional languages beneficial
• Computer literate and proficient on Microsoft Office and Outlook
• Previous experience on Tourplan NX
• Excellent number accuracy and the ability to work with minimal errors.
• Product/Destination knowledge of South Africa, Botswana, Zambia, Zimbabwe, Namibia and/or East Africa
• Ability to multitask and assist with additional projects when needed by GM or MD
• Prepared to work extra hours, weekends, and public holidays when necessary
• Excellent written and verbal communication skills
• Organized and good time management skills
• Solution driven and detail orientated
• Self-motivated and constantly looking for opportunities for growth
• Excellent number accuracy and the ability to work with minimal errors
• Ability to understand information and terminology relevant to the supplier contracts
• Ability to interpret supplier rates

Day-to-Day

Loading rates:

• Assisting with negotiating and obtaining rates from suppliers
• Checking that the rates received by Journey Beyond are the most competitive.
• Query commission levels if necessary
• Checking to see how rate changes may affect brochure programs – both Journey Beyond and other operators
• Loading and updating rates
• Updating cancellation terms, child policy and payment terms

System Maintenance

• Updating supplier information such as contacts details, bank details and check all notes categories
• Ensure that the database is clean and old information is removed
• Ensure that the information loaded in Tourplan is understandable for the consultants and all the users of Tourplan

General

• Research new product
• Request new rates for these products.
• Assist Reservations with queries.
• Update and maintain the online filing of the rates.
• Update and main the Product folder on the server.
• Check and pull reports for suppliers that have been closed for renovations or similar circumstances.
• Alert the consultant to which bookings have been affected by these circumstances.