Travel Specialist - Scheduled Tours Charters and FIT Reservations

About Our Client

Our client is an established travel and tourism business with a strong footprint in Southern Africa. The environment services international agents, local operators, internal travel divisions and direct online consumers. This is a structured operations environment where accuracy, turnaround time, supplier relationships and guest experience are critical to success.

Role Overview

This role is suited to a hands-on Travel Specialist who understands the full travel operations cycle from enquiry, quoting and booking through to pre-tour preparation, live tour support and post-tour administration. The successful candidate will manage scheduled tours, private guided tours, seat-in-coach arrangements, self-drive elements, charters, transfers, add-nights and related operational requirements. The role requires a person who can balance commercial accuracy, detailed administration and practical destination knowledge while keeping clients and suppliers updated professionally.

Key Responsibilities

Manage reservations received through internal and external B2B and B2C channels, ensuring all requests are actioned within agreed turnaround times.

Categorise, action and file shared mailbox correspondence accurately each day, while maintaining professional communication standards.

Prepare accurate quotations and charter proposals using the correct templates, pricing structures, supplier information and department procedures.

Book and confirm scheduled tours, transfers, airport services, day tours, add-nights and charter requests across multiple sales channels.

Monitor scheduled tour group numbers, request departure blocks when required and manage supplier allocations proactively.

Understand tour costing, selling rates, deposits, pre-payments, invoicing and supplier payment requirements to protect booking profitability.

Manage cancellations, refund requests and supplier negotiations to minimise unnecessary cancellation penalties.

Prepare pre-tour documentation, rooming lists, guide details, manifests, vouchers, welcome letters and supplier confirmations.

Support live tour operations by assisting with lost luggage, chaser transfers, guide queries, incidents and last-minute travel requirements.

Complete post-tour administration including guide debriefs, commission claims, expense finalisation, feedback review and incident follow-up.

Cross-sell relevant pre- and post-tour accommodation, transfers and tours where appropriate.

Monitor weekly financial reports and correct booking or invoicing issues timeously.

Matric / Grade 12 is required.

FIT reservations, group series or scheduled touring experience is required.

Excellent knowledge of South Africa is required, including attractions, routes, distances, driving times, seasonality, geography and transport infrastructure.

Tourplan working knowledge is advantageous, and online travel system experience is essential.

Strong written, telephonic and verbal communication skills are essential.

Must be highly organised, detail focused and able to manage multiple bookings and suppliers at the same time.

Basic financial understanding is required for invoicing, costing, supplier payments and profitability checks.

Must be comfortable dealing with clients, suppliers, guides and internal teams under pressure.

Must be a proactive team player with good problem-solving, negotiation and liaison ability.

Microsoft Office skills, including Word, Excel and Teams, are required.