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Job Summary
ABOUT THE ROLEOur client is looking for a highly organised Tour Co-ordinator to provide operational and administrative support to their Tour Consultants. This role plays a critical part in ensuring that all travel services are accurately booked, confirmed, documented, and delivered to the highest service standards.
The position is split between booking coordination and administration. Approximately 60% of the role involves checking availability, obtaining quotes, securing bookings, updating itineraries, and reconfirming services before and during travel. The remaining 40% focuses on file management, reconciliations, invoicing, payment preparation, documentation, and month-end support.
The successful candidate will liaise daily with accommodation providers, transport companies, activity suppliers, and guides. They will compile travel vouchers and final itineraries using WETU, prepare invoices on Sage, manage proof of payments, ensure rooming lists and special requirements are communicated accurately, and proactively monitor bookings to avoid service disruptions.
This is a fast-paced coordination role requiring precision, proactive problem-solving, and the ability to manage multiple live files at once.
ABOUT THE COMPANY
Our client is a boutique travel specialist operating within Southern Africa, delivering curated travel experiences to international and regional markets. They work closely with a network of preferred suppliers and contracted partners to ensure high service levels and seamless travel execution. The environment is professional, detail-oriented, and driven by operational excellence.
KEY RESPONSIBILITIES
Operational & Booking Support
-Check availability and request quotes from suppliers
- Secure bookings and manage amendments timeously
- Reconfirm services prior to client arrival and during travel
- Liaise professionally with suppliers and service providers
Administration & Documentation
- Maintain organised booking files and shared drive documentation
- Create invoices on Sage and update booking logs
- Prepare payment files and send proof of payments to suppliers
- Compile travel vouchers and detailed itineraries using WETU
- Prepare guide documentation including costing sheets and itineraries
On-Trip & Issue Management
- Provide proactive support while clients are travelling
- Escalate and assist in resolving supplier or service challenges
- Anticipate travel disruptions and suggest alternatives
Month-End & Compliance
- Prepare travelled files for reconciliation
- Ensure documentation, invoices and supplier statements are accurate
- Adhere strictly to SOPs and operational standards
REQUIREMENTS
- Previous experience in travel coordination, tour operations, or a similar travel support role
- Strong understanding of Southern African travel products and suppliers
- Experience with booking systems and online supplier portals
- Working knowledge of Sage and WETU is advantageous
- High attention to detail and administrative accuracy
- Strong communication and supplier liaison skills
- Ability to manage multiple files simultaneously
- Proactive, solutions-driven mindset
WHAT’S IN IT FOR YOU
- Exposure to high-end Southern African travel products
- A structured environment with clear SOPs and operational standards
- Opportunity to grow product knowledge and supplier relationships
- Involvement in FIT and Group travel operations
APPLICATION PROCESS
Interested candidates can apply by submitting a detailed CV. Only shortlisted applicants will be contacted.
Ann Swann Personnel Services
2-10
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