Travel Assistant - (ADM-L4.16) at Zutari

• The Travel Assistant provides efficient, accurate, and policy-compliant travel coordination services to internal and/or external clients of Zutari.
• The role is responsible for processing travel bookings in accordance with Zutari travel guidelines and policies, ensuring cost-effective solutions, managing documentation, and delivering high-quality customer service.
• Operates within defined procedures, applies sound judgement and contributes to operational effectiveness through attention to detail and proactive client communication.

Role Responsibilities

Travel Booking & Coordination 

• Process and respond promptly to all travel requests in line with traveller requirements. 
• Ensure all bookings (flights, accommodation, transport) are accurate and completed within prescribed turnaround times. 
• Apply fare knowledge to source the most cost-effective travel options. 
• Utilise preferred suppliers in accordance with company agreements. 

Client Service & Advisory 

• Inform travellers upfront of all destination-specific travel requirements (e.g., documentation, regulations). 
• Build confidence with travellers through clear, professional communication. 
• Proactively monitor industry updates (e.g., travel disruptions, regulatory changes) and advise clients accordingly. 
• Ensure a high level of customer satisfaction through quality and responsiveness. 

Documentation & Compliance 

• Review and verify all travel documents for accuracy, completeness, and quality. 
• Process visa requirements where applicable. 
• Ensure adherence to company policies, procedures, and travel compliance requirements. 
• Maintain and update traveller profiles, escalating changes where necessary. 

Operational Efficiency & Systems Usage 

• Effectively use travel booking systems and tools to enhance productivity. 
• Maintain task queues (e.g., “to-do list”) and clear them at defined intervals throughout the day. 
• Continuously apply technology to improve turnaround times and service delivery. 

Financial & Administrative Support 

• Collate and verify supplier invoices to be processed.
• Ensure financial documentation is complete and aligned with company procedures. 

Risk Management & Reporting 

• Identify and report incidents affecting travellers in a timely manner. 
• Escalate issues to the line manager and follow guidance for resolution. 
• Ensure traveller safety and compliance with travel risk protocols. 

Qualifications  

• Matric/National Senior Certificate - Essential
• National Diploma in Travel and Tourism or a Certificate in Travel and Tourism – Essential

Experience    

• Minimum 3-5+ years of experience in Travel desk management. 
• Proven experience Global Distribution System Amadeus. 
• In-depth understanding of airline fare rules, corporate travel needs 

Skills  

• Ms Office Proficiency - Word, Excel, PowerPoint and Outlook 
• Communication skills: Clearly conveys travel requirements, updates, and solutions to clients and stakeholders.  
• Technical & Systems Proficiency: Competently uses travel systems, tools, and processes to enhance operational effectiveness. This is inclusive of Global Distribution Systems (GDS) such as Amadeus, Travelport and Sabre. 
• Customer Service Orientation: Delivers responsive, professional, and client-focused service, ensuring positive travel experiences. 
• Compliance & Policy Adherence: Understands and applies organisational policies, procedures, and regulatory requirements consistently. 

Competencies  

• Attention to Detail - Accurately processes bookings and documentation, ensuring high levels of precision and quality. 
• Planning & Organising - Effectively prioritises and manages multiple tasks, ensuring timely delivery and adherence to strict timelines and service standards. 
• Financial Acumen - Applies basic financial controls, including invoice collation and reconciliation of transactions. 
• Problem-Solving & Judgement - Identifies issues, applies standard solutions, and escalates appropriately when needed. 
• Communication - Communicates clearly and professionally with travellers, suppliers, and internal stakeholders. 
• Adaptability and Resilience - Remains calm under pressure, responds effectively to travel changes and disruptions, and adapts to changing priorities.