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Travel agent administrator

Offshore Virtual Assistants, a well-respected Australian Outsourcing company, are looking for an experienced travel administrator to join our Australian client’s growing business in luxury travel. The aim is to provide administration and operational support and create memorable travel experiences for our luxury travellers.

We are currently seeking a highly skilled and experienced Travel Assistant to join our boutique luxury travel agency. Our ideal candidate will demonstrate proficiency in Sabre, previous experience with Tramada (although not essential), and a strong background in the travel industry.

As a Travel Assistant, you will play a vital role in providing support to two Travel Managers who handle a significant volume of client travel arrangements. Your extensive knowledge of Sabre, combined with your expertise in the travel industry, will empower you to deliver exceptional service and assistance.

This position necessitates keen attention to detail, outstanding organizational abilities, and a strong dedication to customer satisfaction.

Travel Tasks

  • Managing changes and cancellations of airlines
  • Deliver airfare price quote comparisons to Travel Manager
  • Booking and ticketing airfares
  • Sourcing the best accommodation prices to Travel Manager
  • Managing supplier and airline calls
  • Comparing and quoting insurance options
  • Creating branded itineraries using AXUS
  • Comparing and quoting Car Hire to Travel Manager
  • Comparing, quoting, suggest tours to Travel Manager
  • Concierge Service: Rail bookings
  • Conceirge Service: Restaurant bookings
  • Reconfirming hotel reservations and organising welcome letters at the hotel from the agency

Financial Tasks – Travel related

  • Processing Payments to suppliers
  • Requests for refunds/changes to suppliers
  • Updating general client ledgers in Tramada
  • Preparing KPI reports
  • Invoicing of commission to suppliers
  • Tracking and following up delayed commission payments of suppliers
  • Potential for some bookkeeping in Xero, experience not essential

Customer Service Tasks

  • Advising clients of airline changes
  • Advising on documents: visa’s and passport restrictions
  • Managing clients personal information in CRM 
  • Sending pre departure and welcome home messages
  • Collecting google reviews and holiday testimonials 

General Administration Tasks for Travel agency

  • Email management 
  • Calendar Management, scheduling appointments, reminders etc
  • CRM managment: Clients and Supplies database
  • Regualr suuplier/product training, webinars and modules
  • Task and project management
  • File management and storage
  • Other general tasks where needed

Social Media and website management (if required)

  • Updating social media accounts
  • Creating relevant marketing content on Canva
  • Tracking competitors actitivies
  • Showcase hotspots or resorts
  • Responding to messages and comments
  • Newsletter creation
  • Website / blogpost updates

Qualifications: 

  • Proven experience as a Travel Assistant, Travel Consultant, or in a similar role within the travel industry.
  • University Degree in related industry 
  • Excellent English communication skills, both verbal and written
  • Strong customer service and organisational skills
  • Must be willing to work full-time, from 7 am to 4 PM PHT. 

Tools and Software Experience: 

  • Strong knowledge and work experience with using Sabre system is essential: To quote, book and change airfares
  • Tramada travel reservation system experience is desirable
  • AXUS itinerary software is not essential
  • Xero accounting software is not essential

Type of Person: 

  • Previous experience in the travel industry
  • Ability to work in a fast paced environment and prioritise work
  • Proficient in Gsuite 
  • High degree of attention to detail and excellent organisation skills
  • Use initiative and work independantly
  • Strong time management skills
  • Excellent written and verbal communication skills
  • Team player with a positive personality

Key Success Factors: 

  • Ability to understand, create and price complex airfare itineraries is desirable
  • Project Management Skills
  • Excellent English communication skills, both verbal and written
  • Excellent communication and customer service skills, with a friendly and professional demeanour.
  • In-depth understanding of travel booking processes, travel regulations, and destination knowledge
  • Strong attention to detail and accuracy in data entry and documentation.
  • Ability to work independently and manage multiple tasks and priorities effectively.
  • Proficiency in using productivity tools such as Google G suite and email management systems.
  • Strong problem-solving skills and ability to handle unexpected situations and last-minute changes.
  • Proactive mindset with the ability to anticipate client needs and provide proactive recommendations.
  • Discretion and ability to handle sensitive client information with cofidentiality and professionalism.