Reservations and Sales Administrator at Belmond Mount Nelson Hotel

We are looking for a Reservations and Sales Administartor to join our team, based at our Cape Town Offices.

• Ensure the smooth running of the office and Department by providing efficient administrative support to the team.
• Be part of the efficient running of the business by coordinating tasks, activities and other administrative related functions.
• Manage the day-to-day functions of the Department.
• Make travel arrangements & arrange forex.
• Prepare presentations, spreadsheets and reports.
• Deal with customer complaints or issues.
• Assist in vendor relationship management.
• Compile and distribute all STO contracts to new and existing clients, monitoring their return and then ensuring these are filed according to global standards.
• Contact new and existing clients where required as directed by the Director of Sales and Marketing.
• Complete all required month end reports for Sales and Reservations.
• Create and manage all clients/accounts/opportunities as required by the Director of Sales and Marketing.
• Create and distribute all required daily/weekly reports to the team.
• Send motivation for complimentary requests and update familiarisation trip tracking sheet.
• Assist Sales and Finance with tasks and responsibilities assigned to you on a part time or regular basis.
• Assisting in our Tour Operating division to form a support structure and to facilitate touring bookings as and when required.
• Part of the role will also be fulfilling the functions of a reservation’s consultant.
• Prepare morning meeting reports and notify the Management team of possible discrepancies.
• Take minutes for Weekly meetings (Reservations and Weekly Team Meetings)
• Pull and send reports – Occupancy/availability to GM and lodges management.
• Keep GM and Reservations manager informed of Belmond employee arrivals (Discovering Belmond ect.)
• Request approval for Comp Stays / Discovering Belmond requests – DocuSign, quotations and accommodation, Mack Air Flights
• Attend to office maintenance requests and collect quotations
• Arrange business cards, write welcome cards on behalf of for Sales executive or Sales Director
• Arrange/organize Fam Trips Agent Site inspections (educational stays)
• Negotiate agent rates where needed, take payment, create itineraries update Fam Trip sheet
• Book Airlink flights when requested and arrange payment
• Oversee and Record Comp stays and consolidate monthly
• Send STO Rates and update the active sale sheet
• Create new OSC Accounts or gather information for a Sales Executive or Sales director to create
• Occupancy Report & Arrivals with details pull and sent to lodges
• Assist with travel arrangements for GM and Belmond Employees to and from Botswana
• Liaise with Mack Air on possible delayed flight changes and agent rates
• Send Invoices from Mount Nelson/ Helicopter Horizons to Res. manager and team to action
• Ensure payments, advising faxes and guest details are captured accurately on HMS and deposit sheet for fam trips/educational
• Send payments via Fax It and process via Pay gate
• Create Purchase orders.
• Assist with Wetu itineraries when needed.
• Assist with agent inquiries regarding bookings made annually.

Requirements

• Relevant Diploma/Degree – preferred.
• 1-3 Years’ experience in similar role – preferred.
• Experience in tour operating/safari sector beneficial.
• Knowledge of office management systems and procedures.
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular) and accounting software.
• Strong organisational skills with the ability to multi-task.
• Knowledge of basic bookkeeping principles.
• High degree of computer literacy.

Benefits

• Competitive basic salary
• Medical aid & pension fund benefit
• Internal Belmond discounts
• Loyalty and recognition rewards programme
• Employee Assistance Programme
• On going Learning and Development opportunities
• Regular community, social and staff welfare events