OFFICE ADMINISTRATOR (ULTRA-LUXURY SAFARI COMPANY)

𝗠𝗜𝗡𝗜𝗠𝗨𝗠 𝗥𝗘𝗤𝗨𝗜𝗥𝗘𝗠𝗘𝗡𝗧𝗦 𝗙𝗢𝗥 𝗔𝗣𝗣𝗟𝗜𝗖𝗔𝗧𝗜𝗢𝗡𝗦
Clear criminal record;
Excellent employment track record – references will be verified;
Clear written and verbal communication skills, with a polished, confident and professional telephone and email manner;
Minimum 2 years’ experience in office administration, office coordination, executive assistance, sales support or a similar administrative support role, preferably within the luxury hospitality, tourism or travel sector;
Excellent organisational skills, with the ability to manage multiple priorities, maintain accurate records and meet deadlines;
Strong attention to detail and a careful, methodical approach to checking documents, figures and information;
Confident working with Microsoft Office, particularly Outlook, Word and Excel, and comfortable learning CRM and other business systems;
Experience coordinating diaries, meetings, documents, invoices, spreadsheets or budgets;
Ability to work independently, use initiative, anticipate what needs to be done and follow tasks through to completion;
High levels of discretion, reliability, accountability and professionalism when handling confidential information;
Willingness to provide occasional remote reservations support on designated alternate weekends;
Eligible to work in South Africa and able to work from the company’s Cape Town office. 


𝗔𝗗𝗩𝗔𝗡𝗧𝗔𝗚𝗘 𝗖𝗥𝗜𝗧𝗘𝗥𝗜𝗔
An understanding of luxury hospitality, safari or the leisure travel trade; Previous reservations experience within hospitality or travel, and or familiarity with CRM or Hospitality Reservations systems; Airtable and/or Protel experience.


𝗔𝗧𝗧𝗥𝗜𝗕𝗨𝗧𝗘𝗦 𝗦𝗢𝗨𝗚𝗛𝗧
Highly organised, dependable and proactive; Calm and practical when priorities change or several deadlines coincide; A natural finisher who notices finder details, closes loops and does not need repeated reminders; Approachable and collaborative, with the confidence to communicate with colleagues and external partners; Service minded and committed to representing the brand to a high professional standard; Adaptable and willing to assist with a variety of administrative tasks as business needs require.
 

𝗞𝗘𝗬 𝗥𝗘𝗦𝗣𝗢𝗡𝗦𝗜𝗕𝗜𝗟𝗜𝗧𝗜𝗘𝗦

𝙊𝙛𝙛𝙞𝙘𝙚, 𝘿𝙞𝙖𝙧𝙮 𝙖𝙣𝙙 𝙏𝙚𝙖𝙢 𝘼𝙙𝙢𝙞𝙣𝙞𝙨𝙩𝙧𝙖𝙩𝙞𝙤𝙣
Manage calendars and schedule meetings for the Commercial Manager and Head of Sales;
Coordinate appointments and calls with colleagues, travel advisors and external partners;
Maintain organised electronic records, shared folders, contact lists and administrative systems so that information is accurate and easy to retrieve;
Provide general office and team administration to support an organised, professional working environment.

𝘿𝙤𝙘𝙪𝙢𝙚𝙣𝙩𝙖𝙩𝙞𝙤𝙣 𝙖𝙣𝙙 𝘾𝙤𝙢𝙢𝙚𝙧𝙘𝙞𝙖𝙡 𝘼𝙙𝙢𝙞𝙣𝙞𝙨𝙩𝙧𝙖𝙩𝙞𝙤𝙣
Prepare, format and proofread reports;
Organise and track contracts, agreements and trade partner documentation, ensuring signed copies are received, accurately filed and easy to retrieve;
Send STO agreements and other approved documentation to partners and follow up on outstanding signatures or information;
Update the CRM and relevant spreadsheets accurately, including contact details, meeting records and agreed follow up actions.
 
𝙁𝙞𝙣𝙖𝙣𝙘𝙞𝙖𝙡 𝙖𝙣𝙙 𝘽𝙪𝙙𝙜𝙚𝙩 𝘼𝙙𝙢𝙞𝙣𝙞𝙨𝙩𝙧𝙖𝙩𝙞𝙤𝙣
Prepare and submit the cash flow report to finance within the required timeframe;
Process and track invoices, checking relevant details and ensuring they are submitted to Finance for payment without unnecessary delay;
Maintain and update the budget sheet and related records, tracking expenses accurately and highlighting discrepancies or missing information.

𝙈𝙖𝙧𝙠𝙚𝙩𝙞𝙣𝙜 𝙖𝙣𝙙 𝙀𝙫𝙚𝙣𝙩 𝘾𝙤𝙤𝙧𝙙𝙞𝙣𝙖𝙩𝙞𝙤𝙣
Assist with the organisation and administration of trade events, roadshows and media familiarisation trips;
Coordinate practical arrangements, schedules, appointments, documents and follow up tasks for events and partner activities.

𝙏𝙧𝙖𝙙𝙚 𝘾𝙤𝙢𝙢𝙪𝙣𝙞𝙘𝙖𝙩𝙞𝙤𝙣 𝙖𝙣𝙙 𝙍𝙚𝙨𝙚𝙧𝙫𝙖𝙩𝙞𝙤𝙣𝙨 𝙎𝙪𝙥𝙥𝙤𝙧𝙩
Respond to routine enquiries professionally and direct specialist or commercial enquiries to the appropriate team member;
Occasionally assist with following up on sales leads or reservation enquiries on behalf of the Head of Sales; this is a supporting task rather than the primary focus of the role;
Assist the Reservations team when the Reservationist is on leave, as required;
Provide remote reservations phone cover and respond to urgent reservation requests on designated alternate weekends, according to the agreed roster (This is performed remotely);
Treat guests, clients, travel advisors, trade partners and colleagues with courtesy, discretion and professionalism at all times.

𝙂𝙚𝙣𝙚𝙧𝙖𝙡 𝙏𝙚𝙖𝙢 𝙎𝙪𝙥𝙥𝙤𝙧𝙩
Provide day-to-day administrative support to the Commercial Manager and wider commercial team;
Help coordinate information and administration between departments;
Use initiative to identify practical ways of improving organisation, tracking and administrative processes;
Perform other reasonable duties from time to time as required to support the team and company objectives.


𝗥𝗘𝗠𝗨𝗡𝗘𝗥𝗔𝗧𝗜𝗢𝗡 / 𝗣𝗔𝗖𝗞𝗔𝗚𝗘 / 𝗪𝗢𝗥𝗞 𝗖𝗬𝗖𝗟𝗘
Monthly remuneration of approximately: R20, 000.00 – R34, 000.00 gross. 
(Negotiable dependent on experience, skills, qualifications etc.)

Full-time, Monday to Friday, office-based position - 
Office hours: 08h00 – 17h00 (OR 08h30 – 17h30, by prior arrangement), with alternate-weekend reservations support 𝗳𝗿𝗼𝗺 𝗵𝗼𝗺𝗲, 
manning the reservations phone and completing a daily check for urgent reservation emails, primarily relating to weather-related logistical changes affecting guest arrivals and departures.