SUMMARY:
-
POSITION INFO:
Looking for an exciting challenge in the travel industry? If you have a passion for hospitality/travel and enjoy the excitement of fulfilling client requests, we have the perfect opportunity for you!
Our client, a leading corporate accommodation agency catering to business travelers across Africa, is seeking an Administrative/Bookings Assistant to join their team in Kenilworth, Cape Town. As the ideal candidate, you should possess strong administrative skills and have prior experience in the hospitality/travel industry. You will report to and work closely with their Senior Bookings Specialist, negotiating rates with suppliers, and building relationships with properties. Excellent communication skills, the ability to work under pressure, and exceptional attention to detail are essential.
The Administrative Assistant provides essential administrative support to their operations team, ensuring smooth day-to-day functioning of the office. This role involves client and tenant communication, document management, reservation coordination, and other administrative tasks. As a key contributor to their success, the Administrative Assistant ensures that all administrative tasks are efficiently handled, meeting their high standards of service delivery.
Key Responsibilities
Database Management
- Maintain an accurate and up-to-date database of properties, ensuring all details and pricing are current.
Property Procurement
- Onboard and vet new properties according to defined processes, ensuring compliance documentation is in order.
- Ensure timely onboarding of properties to meet service level agreements with clients.
Research and Analysis
- Assist the team with market research as required.
- Provide reports to support business decision-making.
Feedback and Improvement Initiatives
- Track and report on property performance, including occupancy rates, client satisfaction, and financial outcomes.
- Accurately report on client satisfaction survey feedback.
Operational Support
- Load requests onto the portal, ensuring accuracy and completeness.
- Send quote requests to property partners and track responses.
- Ensure property partner invoices align with agreed solutions and are accurately loaded onto the accounting platform (Xero).
- Collaborate with the finance team to ensure timely invoicing for clients.
Guest Liaison Support
- Provide administrative support for guest-related tasks, ensuring prompt resolution of any issues.
Professional Competencies
- Strong communication skills for diverse audiences.
- Excellent teamwork and collaboration abilities.
- Cultural sensitivity and understanding of diverse backgrounds.
- Exceptional organizational skills and attention to detail.
- Proficient in project management and multitasking.
Critical Skills
- Proficiency in MS Teams, MS 365, and Xero billing systems.
- Strong organizational and time-management skills.
- Attention to detail and accuracy in administrative tasks.
- Basic financial process and invoicing knowledge.
- Comfort and proficiency with numbers.
Qualifications & Experience
- Education: Tertiary qualification required (preferably in Hospitality – 3–4-year Diploma/Degree).
- Experience: Prior experience in hospitality/travel or a related field is advantageous.
