Travel Operations Co-Ordinator - Owned Brands at Wilderness

PRIMARY PURPOSE

• We’re looking for a highly organised Travel Operations Co‑Ordinator to support our Travel Designers and ensure the smooth execution of exceptional travel experiences. This role is ideal for someone who thrives in a fast‑paced environment, enjoys building strong supplier relationships, and has a passion for seamless operational delivery. The Travel Operations Co-Ordinator is responsible for the full administrative and backend management of each booking.

This position is based in Johannesburg / Cape Town  

Detailed Responsibilities:
Stakeholder relationships:

• Communicating with suppliers and internal staff travel teams
• First point of contact with all suppliers and service providers

Core duties:

• Receive and send out new enquiries and requests to suppliers
• Support the end‑to‑end booking process and manage all travel administration
• Liaise with suppliers and internal teams to ensure accurate, timely service delivery
• Prepare and update travel documentation and confirmations
• Coordinate site inspections, reconfirmations, and all ground services
• Maintain accurate system records and ensure zero‑error execution
• Proactively identify issues and support continuous process improvements
• Ensure all e-tickets are correct with full names as per passport, flight routes connecting and dates are accurate
• Check supplier confirmations for accuracy in inclusions and rates
• Highlight all VIP guests to the Res Operations Manager to ensure all special value adds available can be added to the booking
• For special needs/high risk guests, follow the customer care protocol and ensure all parties are informed of their requirements during their planned journeys

General:

• Keep all booking information updated in the system ensuring CRM is continually up to date
• Keep updated with company product updates, as well as technology updates
• Attend all internal training on a weekly basis
• Keep abreast with company policies, procedures and system updates

Documentation & Records:

• Maintain comprehensive records of all bookings, confirmations, and supplier communications
• Electronically file and archive travelled booking files 6 months after date of travel

Problem Solving:

• Proactively identify and resolve any issues or discrepancies in the booking process
• Keep all booking information updated in the system ensuring CRM is continually up to date
• Ensure everything is communicated to the relevant parties for anything they need to action

Process Improvement:

• Contribute to the refinement of booking workflows and administrative systems to enhance operational efficiency
• Flag any system malfunctions and discrepancies. Suggest system functions that may improve efficiency

CANDIDATE PROFILE

Qualification:

• High School Certificate – with math’s (minimum standard grade or above)
• Tertiary certificate in Travel & Tourism/hospitality advantageous

Experience:                 

• 2–3 years’ experience in travel operations, reservations, or a related support role
• Experience in travel planning, administration, or a similar support role

Skills:           

• Strong communication skills and exceptional attention to detail
• Confidence working in booking systems and Microsoft Office
• Ability to work independently and collaboratively in a fast-paced environment
• Reliable, accountable and deadline-driven
• A proactive, professional, service‑driven approach
• Passionate about delivering exceptional service
• Personal or educational travel experience advantageous