Latest Opportunities at Private Safaris DMC

Job Purpose:

• To successfully quote profitable tour products for existing as well as new clients.

Key Responsibilities:

Sales

• Secure business and effectively cost products
• Understand the market and margin control
• Build up and maintain agent and supplier relationships
• Source new products
• Develop own sales strategy to secure more business through existing and new agents
• Work closely with the team to achieve goals

Operations

• Quote and design successful creative itineraries and proposals for all market related ADHOC groups, Tour Series
• and FIT requests
• Capture and confirm bookings in Tourplan
• Negotiate with suppliers for better rates, cancellation policies and FOC’s
• Find new suppliers that offer a good service and better rates
• Follow up on quotes that have been sent out
• Successfully run groups, tour series, and FIT booking
• Compile welcome pack documents
• Create co-pilots according to itineraries
• Handling the 24hour emergency phone
• Prepare guide documentation and brief guide before travel date
• Work closely with tour guides whilst on tour

Financial

• Instruct debtors to raise invoices
• Reconcile supplier invoices for processing
• Assist debtor’s clerk with invoicing / collection queries.
• Reconcile tour guide expense sheets on completion of tours and check guide salary invoices.

Additional responsibilities:

• Participate in supplier training and workshops
• Reduce the transaction turnaround time
• Demonstrate good communication skills and customer care
• Stay current on events and changes of suppliers and products.
• Travel on educationals and familiarizations trips

go to method of application »

Job Purpose:

• To successfully quote profitable itineraries, manage and execute all meetings, incentives and events for existing as well as new clients.

Key Responsibilities:
Sales

• Secure business and effectively cost products.
• Understand the market and margin control.
• Build up and maintain agent / supplier relationships.
• Source new products.
• Develop own sales strategy to secure more business through existing and new agents.
• Work closely with the team to achieve goals.

Operations

• Quote and design successful, creative itineraries and proposals for all market related MICE and Cruise Ship requests.
• Capture and confirm bookings in Tourplan.
• Negotiate with suppliers for better rates, cancellation policies and FOC’s.
• Find new suppliers that offer a good service and better rates.
• Follow up on quotes that have been sent out.
• Successfully manage MICE / Cruise Ship bookings.
• Hiring of additional staff for events (e.g. to man a hospitality desk) upon approval of your superior.
• Onsite management of actual events including meet & greet, check-in, function management, conference coordination, transport facilitation, etc.
• Travel nationally / regionally if required
• Handling the 24 hour emergency phone.
• Prepare guide documentation and brief guide/freelance staff before travel date.
• Work closely with tour guides whilst on tour.

Financial

• Instruct debtors to raise invoices.
• Reconcile supplier invoices for processing.
• Assist debtors clerk with invoicing / collection queries.
• Reconcile tour guide expense sheets on completion of tours / check guide salary.
• Follow up on invoices.

Additional Responsibilities:

• Participate in supplier training and workshops.
• Maintain good product knowledge of hotels, convention venues and services and maintain close working relationships with the relevant personnel
• Stay current on events and changes of suppliers / product.
• Reduce the transaction turnaround time.
• Produce the quality of service expected from Private Safaris.
• Demonstrate good communication skills and customer care.
• Constantly promote a positive image of the company internally and externally.
• Assist the Reservations Manager in his / her absence with checking quotations.
• Travel on educational and familiarisation trips.

go to method of application »

Job Purpose:

• The primary objective is to serve as the sales driver and main point of contact for key accounts, while also taking charge
• of leading, motivating, and training the Reservations Team. It is crucial to ensure that all operations within Private
• Safaris business units are efficient and profitable, with a focus on alignment and streamlining across departments and
• business units. Additionally, the goal is to establish an environment that fosters smooth and effective workflows,
• ultimately delivering exceptional service and customer-centric experiences.

Key Responsibilities:
Sales

• Maintain excellent customer/client relationships.
• Gather and provide agent feedback with regard to sales and product needs.
• Use knowledge to guide the team on the customer journey and be the expert.
• Deliver on or exceed sales targets as per business expectations.
• Investigate and understand the customers and operators’ business requirements.

Reservations

• Monitor the quoting and operational accuracy of the team. Ensuring operational excellence.
• Monitor workload distribution and, in cooperation with the HOD, plan staff accordingly.
• Oversee quotation checks and conduct spot checks, as well as create cost and margin awareness.
• Guide the team to achieve goals such as the agent's Service Level Agreement, deadlines and sales targets.
• Process, analyse, and action upon the turnaround time and workload reports.
• Support improvement of staff Best Practices expertise on the use of Systems. Implementation of Best Practices
• and support the team to gain expertise and knowledge on current systems and process optimisation.
• Maintain high levels of quality and drive profitability through margin control, sales training, use of
• barter/override agreements and encouraging the team to upsell.
• Improve the quality of service/products by communicating customer feedback with relevant teams/departments.
• Ensure the team utilises the product shelf as set out by the Product Team.
• Assist consultants with all queries on complaints received.

Human Resources

• Plan, in cooperation with the HOD, the number of Destination Specialists needed. Define the specific
• requirements for each post, create job descriptions, initialise the recruiting process, and participate in interviews.
• Keep records on any kind of leave / off days / additional days worked.
• Build up and maintain a high level of motivation and team spirit. Be approachable and supportive to your staff.
• Ensure open communication and information policy and have regular meetings with your staff.
• Establish clear staff targets, conduct annual performance appraisals, and participate in disciplinary procedures.
• Develop and support the staff. Ensure proper training for new staff in coordination with HR.
• Maximise the available staff force by cross-training consultants.

Financial

• Ensure correct and timeous invoicing and collection.
• Ensure Reservation Team is following the processes as outlined in terms of invoices, Papertrail, etc.
• Assist the team to resolve account queries.
• Demonstrate an understanding of the concepts of cost, profit, Nett and gross selling prices.

Additional Responsibilities:

• Know the customer product shelf as well as the Private Safaris priorities around sales/product.
• Be aware of our competitors’ products.
• Occasional Educationals/Familiarisation travel in Southern Africa. Report back and provide team training.
• Demonstrate excellent communication skills and customer care.
• Support and give input to the Management decision making process.
• Confidentiality implied unless explicitly told otherwise.

go to method of application »

Job Purpose:

• To perform all relevant duties of creditor accounting procedures and controls, plus deliver key objectives and goals.
• Establish and maintain required business processes and procedures mitigating business risk.

Key Responsibilities:
Financial Operations: Creditors

• Organise incoming creditor invoices (both prepayment & account suppliers)
• Check invoices for VAT compliance
• Check invoices against vouchers and the contract rates
• Liaise with consultants in case of internal queries and suppliers in case of external queries
• Request missing invoices and supplier statements where required
• Capture invoices to supplier accounts on Tourplan
• Reconcile creditor statements on Tourplan to supplier statements
• Prepare payments to suppliers within agreed/contracted payment terms
• Capture payments in Tourplan once released on banking system
• Submit proof of payments and remittances to suppliers for payments made
• Together with the consultant, liaise with suppliers on credit notes and refunds due
• Ensure credit notes and refunds are captured on the system and paid/offset by the supplier

Reporting: Creditors

• Reporting and commentary on outstanding items on creditor age analysis
• Reporting and commentary on any vouchers that have been over-captured on Tourplan
• Organise and file all financial documents produced and received in a timely and organised filing system

Supplier Relationship

• Establish good working relationships with suppliers
• Improve payment terms with suppliers
• Establish and maintain good working relationships with suppliers
• Highlight vouchers that can be closed to HOF monthly
• Assist on projects in the Finance Team in line with roadmap and close out with HOF

Reporting

• Bi-Weekly age analysis to be forwarded to HOF and department managers with reasons for amounts being
• overdue (target: 10h00 on every working Monday)
• Understand monthly reports on variances; escalate critical issues to HOF and department manager
• Identify reconciliation items and propose actions

Human Resources: Teamwork

• Support one another as a team; by assisting in each other’s duties as needed and directed
• Be able to embrace diversity and to have the ability to work in that environment
• Partake in annual performance appraisals
• Be free to demand training whenever the need arises

Additional Responsibilities:

• Stay updated about new agents and products and establish invoicing strategy on basis of agent’s and company’s needs at an early stage
• Improve knowledge about processes especially within the Finance Department but also in all other departments of the company