Group Tour Consultant

SUMMARY:
Leading Inbound DMC based in Bryanston is looking for an experienced Group Tour Consultant to book journeys to Southern Africa for Group Series, Ad hoc Groups and Incentive Travellers via overseas agents and to exceed customer expectations and meet deadlines, and to retain relationships and achieve set sales targets.

POSITION INFO:
Duties: Quoting & Reservations: Acknowledge receipt of written requests received from agents Assess client needs in terms of special interests, special needs, and affordability\/budget Quoting of all services in Excel requested by clients within the required turnaround time Respond to written requests and provide written confirmations Opening of client files according to standards Loading reservations and PCM on Tourplan Ensure confirmation of services with suppliers Stay in constant communication with agents with regards to status of reservations, payment requirements, deadlines, and conditions of reservations Arrange Meet and Greets as required Manage allocations Manage rooming lists deadlines Documentation Management of all Reservations: Itinerary planning and layout Compile travel packs for clients Vouchers Rooming lists Filing Handling and escalating client complaints Manage MOD phone and queries as required Tour Guide Liaison: Book tour guides services as required Ensure guide is briefed with regards to client requirements, and highlight any special needs\/requirements of clients Ensure correct selection of guide based on: Cultural background of group Age group of travellers and guide Language requirements Ability of guide Client Care: Maintain contact with client during period of travel Maintain contact with tour guides throughout tour Manage client complaints and emergencies Maintain contact with agents Obtain feedback from agent following client departure Payments & Account Queries: Ensure that clients invoiced for all services and invoices provided to clients timeously. Manage payments and Account queries Follow up on payments Liaise with Finance department with regards to queries Ensure payment conditions are strictly adhered to Keep Team Manager informed of possible problems Arrange pre-payments Financial Reporting: Explanation of variances Margin Management (high & low) Reconciling of files Administration: Full understanding and follow-through of all divisional procedures and policies. Submit timeous reports as requested and adhere to deadlines Maintain complete confidentiality with all company intellectual capital Ensure that all documentation has been filed and that files are updated Client Relationships: Ensure client expectations are met, and the highest delivery of service is driven through the business. Ensure that clients are offered the best available price and product. Build and retain relationships with clients Always ensure effective communication with clients. Ensure that all correspondence, documentation, proposals, presentations are delivered accurately and timeously. Follow-up with clients and any leads Supplier Relationships: Commitment to and building relationships with preferred partners. Ensure that the best rates are always negotiated and secured. Understanding supplier products. Establishing best product. Personal development on destinations and products. Actively source new products and creative ideas Teamwork: Build and maintain good relationships within the team. Pro-actively get involved. Assist in areas of expertise. Flexibility to assist colleagues out of normal office hours, when and if required. Learning & Development: Continuously develop product knowledge, attend industry events\/seminars\/conferences, and participate in supplier workshops, educationals and trade shows. Keep abreast of industry trends Attend all internal training interventions Requirements: Matric \/ Grade 12 Inbound Tourism industry experience Experience in Ad hoc Groups and Incentive Groups Experience in quoting ad hoc groups and incentives groups Travel & Tourism qualification would be preferable Tourplan knowledge and execution Knowledge of customers' needs Ability to negotiate with suppliers for availability and rates Excellent South African and Regional geographic knowledge Strong product knowledge Strong logistical knowledge Attention to detail is essential A mature approach when dealing with people Capacity for dealing with employers and workers at all levels Confidentiality, tact and discretion when dealing with people Excellent planning, organisational, and analytical skills Good verbal and written communication skills Integrity and Honesty Good interpersonal skills Good problem-solving skills Negotiation and liaison ability Research skills