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13 Mar 2023

Tour Consultant at Sense of Africa

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Job Description


Our Client is one of the leading Safari Destination Management companies in Arusha and they are looking for Tour Consultant.

General Role Description

The role of the Tours Consultant is to receive, analyze and process tour requests according to the company’s uniformed quality service delivery standards so as to maximize company‘s turnover. The Tours Consultant is further responsible for on the job training in the consulting area, assisting with the smooth running of the department and checking the completion of tour requests according to set standards. Our client operating in many markets and candidates will need to be capable of muliti-tasking and English or any EU language skills would be an advantage. The role has flexibility options but ideally successful applicants will spend most of their time in office

Specific Duties & Responsibility (Day to day activities)

Tour Consultant reports directly to the Team Leader in their market cluster.

 Bookings Management

Accountable for the daily processing of all relevant incoming requests, according to set standards.

 Specific Duties & Responsibility (day to day activities)

v  Receive enquiry, opening tour file, evaluate and respond, preparing quotations

v  Confirming bookings, process all administrative functions such as booking tours, making reservations, receiving confirmations, reconfirmations, maintaining tour file, invoicing Agent

v  Issue vouchers as applicable to suppliers.

v  Attend to all supplier queries relating to tour files

v  Prepare tour file, guest envelope, book vehicle; calculate water allowance, brief tour guide on all pertinent aspects of the tour.

v  Ensuring all tour related data is input into the Tour plan System.

v  Complete all final activities before closing files.

v  Ensure all booking SOP’s are adhered to.

v  Develop and maintain close agent relationships.

v  Updating all received requests on the Hub on a timely basis.

v  Ensuring that Agent / VIP tours are communicated to the Team Leader well in advance.

v  Informing the Team Leader on challenges the team members could be facing, including payment delays and waitlists to get solutions in good time.

v  Assisting and guiding other consultants on a day to day basis as and when required by Senior Consultant/Team Leader.

v  Conducting regular quality assuarance checks to ensure all files are consistently and accurately updated electronically and in physical files.

v  Communicate closely with Team Leader and Head of Reservations.

v  Assisting with tasks and any other duties as and when required by Team Leader/management from time to time.

v  Providing general and specific advice about different travel destinations in Tanzania

v  Drawing up itineraries and ensuring that all the needs of the customers are met

v  Making arrangements for transport, accommodation, tours, and activities

v  Dealing with and documenting complaints in an efficient and diplomatic manner

v  Planning and advertising different promotions

v  Making alternative arrangements for customers who have had their trips interrupted by unforeseen issues

v  Evaluating customers’ holidays and issuing appropriate feedback forms

v  Creating and putting up displays at trade shows

 Quotations Duties and Responsibilities

v  Acknowledge agents’ emails, prepare accurate and detailed tour proposals in a timely manner.

v  Timely acknowledgement and actioning of tour requests from agents as per set guidelines (24 hours acknowledge on receipt of email).

v  Ensure accuracy in tour package offers.

v  Prepare creative and detailed proposals in the right format.

v  Ensuring all quotations are captured in tour plan.

v  Ensuring quick turnaround time and professional communication

 Reservations Duties and Responsibilities

v  Ensure bookings are captured correctly in tour plan and all services are booked.

v  Ensure that bookings are correctly captured in tour plan and supplier vouchers are dispatched in a timely manner.

v  Understand and correctly process cost and gross prices in tour plan.

v  Pursue better yielding on file revenue by negotiating with suppliers for better rates, cancellation fees and FOC’s.

v  Ensure bookings are balanced in tourplan.

 Streamline File Operations

v  Preparation of booking documentation as per the set guidelines

v  Compile high quality documentation for clients without errors.

v  Ensure handover documentation to operations teams is done 14 days to clients’ arrival.

v  Prepare File checklist 45 days to file operations.

v  Review of Translog details to ensure Pick & Drop Details are captured correctly and on a timely manner (02 weeks to client’s arrival).

 Financial Control

v  Ensure costs are captured correctly on tourplan, files are invoiced and have correct margins.

v  Constantly ensure margin control for each agent as per the set mark-up guidelines in tourplan.

v  Ensure all bookings are invoiced in tourplan by month end.

v  Ensure payments to suppliers on prepayment are done in a timely manner.

v  Minimize Credit Note refunds on files due misquoting or booking of incorrect services.

v  Ensure files are paid by agents without credit facility on a timely manner.

 Required Qualifications

v  Bachelor degree level education preferably in Tourism and Hospitality Sectors

v  MUST have at least 2-5 years’ experience as a tour consultant in Tanzania

v  Experience in liaising with international travel agents/partners.

v  Excellent planning and organizational skills.

v  Self –motivated, Confident and outgoing personality.

v  Ability to multi-task and get things done to completion.

v  A Team player with good interpersonal, communication skills and Strong Customer Services.

v  Excellent networking and prospecting skills

v  Strong Communication skills – verbal and written

v  Attention to detail and with an analytical mind

v  Time Management and Organization Skills

v  Stress Management and conflict handling

Note

We encourage Candidate with previous experience in High end tour operation in Tanzania or Zanzibar to apply.

 Job Location

The successful candidate will be based in Arusha Tanzania.

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Method of Application

Qualified candidates are invited to share Cover letter, CV and Academic Certificates no later than 31st a March, 2023 to [email protected]. THE EMAIL SUBJECT SHOULD BE “APPLICATION FOR TOUR CONSULTANT”. We will only contact shortlisted candidates.





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