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Travel administrator

Offshore Virtual Assistants, a well-respected Australian Outsourcing company, are looking for an experienced travel administrator to join our Australian client’s growing team that offers more than 20 years of travel industry experience to give their clients a unique equestrian tour or holiday with the perfect blend of riding, sightseeing and culture at an affordable price. They aim to provide hand-selected group tours and horse-riding holidays to fulfil the interests of their clients.

This is an exciting opportunity to work with passionate travel professionals in the luxury travel sector. The role is to support our principals in ensuring our client’s journeys meet their expectations and that all details are meticulously planned and executed, from the first enquiry to the welcome home email our clients receive. The role is also to undertake critical back-office functions to help ensure proper file management and contribute to business growth.  We are looking for an experienced and detail-oriented Travel Administrator to support our growing business. The role involves a variety of tasks ranging from customer service, sales and travel booking, and administrative support.

Hours –Part-time, 20 hours per week

Responsibilities:

  • Support the client with various tasks related to the business as directed including but not limited to:
    • Provide Quality Customer Service by email
    • Promote and Sell the Travel Agency’s tour products and other travel related products
    • Plan & Sell travel services including travel insurance – GO, NIB & Covermore to ST travellers
  • Update suppliers with client detail and requirements
    Operation of Sabre GDS – If required and training if necessary
  • Create procedure manuals on how to do things
  • Liaise with wholesalers to deal with any issues, complaints, follow ups and refunds
  • There may be a few projects to start with as the client is a bit behind in my systems
  • Follow Up/Update clients when required

 

Travefy

  •  Use Travefy to create and update itineraries with a good knowledge of travel itineraries
  • Send Travefy itineraries to the client and check if they have received and resend via email if necessary (I create master copies of all tours and product and we send this when clients want information, we copy this to create an individual itinerary)

 

MailChimp

  • Create Mail Chimp newsletters in conjunction with owner
  • Update Mailchimp mailing list by creating a CSV file from the Enquiry tracker
  • Delete unsubscribed, spam and cleaned client addresses

 

WordPress

  • Update pricing and content on WordPress – We use templates and it is very straight forward.
  • Deleting old booking forms from the website
  • Fixing broken links using a broken link checker
  • Updating, Proof reading and uploading new tours to ST Word press website (training provided)
  • Proofread blogs and update them (85 blogs and just need to be updated rather than create new ones)

 

Canva: 

  • Creating Facebook, Mailchimp tiles, banners etc,
  • This may include making videos with Canva
  • Create Facebook content
  • Creating promotional fliers and cards through Vistaprint or Canva

 

Excel

  • Uses Excel spreadsheets for tour bookings to keep track of tour details, bedding configuration, dietary, next of kin, passports and insurance details etc
  • Update tour bookings, check all clients have provided insurance, passport details and flights if we have not booked them
  • Send emails to clients to follow up details if required
  • Ensure the details are up to date and a lot of the information comes from the booking forms

 

Reseaching and Articles

  • Good Grammar and understanding of English
  • Research new destinations.
  • Proof reading, edit articles for magazines, and newsletters & liaising with ST owner
  • Checking contracts

 

VTO Ultimate ( CRM)

  • Create new client profiles, invoice, receipting, processing payments etc
  • Maintain and update records and client information, update CRM and invoicing and receipting in the VTO Ultimate Travel agency booking software (training will be provided)

Other tasks

  • Send out birthday emails(I do this once a month as I create the list each month)
  • Send out welcome home feedback letters (feedback form is on my website and is digital)
  • Keeping private documents private

 

Qualifications: 

  • Need to be happy to contribute ideas and not afraid to speak up
  • Attention to detail is of the utmost importance
  • Previous experience as a VA and or travel consultant for Australian clients 
  • Excellent English communication skills, both verbal and written
  • Strong customer service, administrative and organisational skills
  • Ability to work in a fast-paced environment and display initiative
  • High degree of attention to detail and excellent organisation skills
  • Excellent analytical skills
  • Strong time management skills
  • Ability to work autonomously and show initiative. 
  • Willingness to follow the client’s existing process when a client wants information on a tour and then books:
  1. Add their name to my enquiry tracker (Excel spreadsheet)
  2. Send them the Travefy itinerary,
  3. 2 days later I check Travefy to make sure they have received it, and send a follow-up email. 
  4. If they go ahead, I send a booking form (Digital on my website) send the link,
  5. Once the booking form is received, I create an invoice and send it to the client,
  6. Once payment is received it is receipted.
  7. Follow up on the payment if it is not received on time

 

Software/ Tools Experience: 

  • Office 365
  • Word, Excel
  • Zoom
  • Teams
  • Canva
  • LastPass
  • Ultimate VTO (CRM)
  • Travefy
  • Mailchimp
  • WordPress
  • Sabre
  • Xero (Client will mainly only have access to Xero)
 
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