Reservation Sales Agent

Reports to: Sales Manager

Job Purpose:

Our client is seeking a detail-oriented and proactive Sales Support / Reservation Sales Agent candidate to join our team. The successful candidate will assist with various reservations and administrative tasks to ensure efficient operations and exceptional client service. This role is crucial in enhancing our turnaround time for quotations, ensuring accurate reservations, and maintaining high-quality service standards.

Main Job Tasks and Responsibilities:

• Assist with suppliers' availability check, calling and emailing the suppliers – A lot of time is being spent on availability check especially when one has several inquiries to handle in a day mostly peak season enquiries.  This will promote and even improve the turnaround time for our quotations. This will set us apart from other competitors and put us in a better position to win the booking. 
• Assist in hotel reservations by sending vouchers promptly (Immediately after a booking has been confirmed and invoiced)
• Follow up on hotel confirmations, print confirmations, and update the file which will enhance further file auditing. A delayed file audit can be costly if discovered when it's too late like it has happened before.  
• Liaise with accounts on properties that require deposit payments and ensure the invoices are shared with the accounts team in time.
• Make Local flight bookings on the aero CRS System, this includes Kenya, Tanzania, and Uganda.
• Monitor local Kenya flight ticketing time limit and issue tickets on good time.
• Ensure Tanzania and Uganda flight bookings (Auric Air, Coastal Aviation, Aerolink) are paid in good time and tickets issued, except when booked with Airkenya directly as we do not have a credit facility. This involves the airlines to which we have to make payment to be issued with the tickets.
• Update files with international flights, pick up, and drop off details.
• Update files with Top cover and forward them for auditing 1 week after invoicing regardless of travel month, this will ensure any issue is picked up early enough and rectified.
• Follow up on subsequent file updates with international flights, and dietary requirements and update the file, then resubmit for a second and final audit.
• Book Amref Flying Doctors and issue the certificates 14 days before the travel date.
• Print Itineraries, tickets, and service vouchers then submit Welcome Packs 4 days before the safari start date to the reservations team.
• Issue cancellation vouchers to suppliers and flights in case a booking has been cancelled.
• Follow up with accounts to pay Tanzania properties in good time, request service vouchers, and ensure they are shared with Takims in good time for all Tanzania road safaris.
• Communicate flight time changes with ground suppliers both in Kenya, Uganda and Tanzania and ensure the supplier has received and confirmed in writing.
• Double check hotel confirmations from suppliers that they have captured the right dates, correct number of rooms, and correct number of Pax (Adults/Children), this will ensure any mistakes are captured and rectified early.
• Book and monitor bookings and ensure they are done within the 3 months booking period.
• Issue pagers for ongoing or returning customers at JKIA and Wilson Airport and issue Giraffe Centre vouchers.

Requirements / Qualifications:

• Bachelor's degree / Diploma in Travel and Tourism.
• Minimum 2 years of travel and hospitality experience in a busy tour company, preferably a KATO category A company, or front office experience in a 4-5 star busy hotel
• Knowledge of the Tour Plan system is an added advantage.
• Proficiency in MS Office Suite.

Professional Qualities and Behavioural Attributes:

• Strong communication skills, both written and verbal.
• Superior organizational skills and the ability to provide quality service in a fast-paced environment.
• Telephone operator experience is a plus.
• Proficiency in computer use and basic IT troubleshooting.
• Willingness to work a flexible schedule as work volume demands.
• Ability to build and maintain professional relationships with clients and suppliers to drive high client satisfaction.
• Demonstrated multi-tasking and problem-solving skills.
• Desire for continuous learning and skill improvement.
• Ability to work effectively in a team and demonstrate maturity in duty execution.
• Punctuality in reporting and meeting work deadlines.
• Self-motivated and capable of working independently.