Bookings and Administrative Assistant

Job Description

High-end, boutique travel agency is seeking a highly organised and detail-oriented Bookings and Administrative Assistant to join their team. This role is essential in supporting their safari specialists and ensuring seamless operations across all departments. This is a full-time role with flexibility. Your start time and end time is flexible with core working hours being 08h00 to 17h00 Monday to Friday. The role is also hybrid; either 2 or 3 days will be spent in-office and the other 2 or 3 days you can work remotely. 

Responsibilities:

• Day to day management of company accounts.  
  
• Preparing payments for suppliers.
  
• Keeping all records of payments up to date.
  
• Working with Accountants to ensure information is accurate and clear to allow efficient and accurate completion of management account reporting.
  
• Sales administration.
  
• Working with the safari specialists to support them in their sales.
  
• Helping in preparing quotation costs for extensive itineraries throughout Southern and East Africa – general product knowledge is advantageous.
  
• Help in preparing itineraries for clients – experience on Safari Portal / WETU or similar platforms would be advantageous, training will be provided.
  
• Detailed orientated person - experience in booking flights with different airstrips/times/airlines and understanding varying rate structures.
  
• Making and securing hotel reservations and flight bookings.
  
• Creating and keeping client files up to date and accurate.
  
• General office admin - purchasing stationery, liaising with IT company etc.
• Prepare accurate quotes and manage financial transactions with a keen eye for detail.
• Support the accountant with financial data and reporting.
  
• Act as the central liaison between different departments to ensure smooth workflow.
• Proactively identify and implement process improvements.
  
• Other general responsibilities as and when required to assist with the smooth running of the company.
  

Requirements

• Proven experience in the travel industry is non-negotiable, preferably with knowledge of the East African market.
  
• Experience in booking flights with different airstrips/times/airlines and understanding varying rate structures.
  
• Strong financial skills, including the ability to prepare precise and accurate quotes.
  
• Experience on Safari Portal / WETU or similar platforms would be advantageous (training will be provided).
  
• Exceptional administrative skills with high attention to detail.
  
• Ability to multitask and manage various tasks in a fast-paced environment.
  
• Strong communication skills and the confidence to speak up and contribute ideas.
  
• Ability to work independently and take initiative.
  

Skills and Competencies:

• Excellent organisational and time-management skills.
  
• Strong problem-solving abilities.
  
• Adaptability and flexibility in a hybrid working environment.
  
• Proactive and detail-oriented individual with a passion for the travel industry and a knack for financial accuracy.