Luxury Sales & Operations Assistant

SUMMARY:
Travel & Tourism

POSITION INFO:

The goal of the Luxury Sales & Operations Assistant is to assist the Sales Team in creating bespoke itineraries for clients in an efficient way and operations on final itineraries and handovers. The Luxury Sales & Operations Assistant will work alongside the Sales Team to provide administrative support. Checking availability and postponements (Work closely with the Sales and Operations relations manager)

QUOTES AND PROPOSALS

Check availability and create proposal as requested by the Sales Team

Send an email with a short outline of the tour, attach the quote and send to link to the sales consultant Monday, Thursday and Friday.

Schedule time to work with operations on final itineraries and general requirements.

Keeping up to date with your personal product knowledge in order to suggest alternatives when there isn’t availability.

Taking initiative when the availability doesn’t match up by swapping the itinerary around etc.

Provisional & Confirmation Bookings

Provisionally book all services as per the availability check request above

Ensure all financials are correct and make sure that the reference numbers are in Travelyst for the provisional bookings.

Ensure that all provisional not proceeding are released.

Ensure that all confirmed bookings are correct as per Travelyst.

Submit Handover files from the sales team to accounts. **ENSURE payment dates are noted

Wetu & Travelyst

Create a Wetu itinerary as per request from the Sales.  Careful attention to detail, adding detailed information about the itinerary. No spelling mistakes and no grammatical errors.

Use Travelyst where possible.

Ensure that all extra details are listed in the activities and in the daily run down.

ADMINISTRATION

Ensure all client invoices are kept up to date

Inbox management when the operations is on leave.

Adhoc tasks from the Line Manager as requested.

ACCOUNTS AND HANDOVERS

New handovers: 2 weeks after sale handover all accommodation invoices.

Add follow up date activities and transfers handed over no later than 70 days before travel

Postponed files: Ensure credit notes are in place

Flights are booked

Refunds are noted and allocated in the file with the reference numbers.

Add follow up date activities and transfers handed over no later than 70 days before travel.

Cancelled files:

Zero out all services where we are not liable for cancel fee

Add any credit notes to the booking - highlight and make accounts aware

Update with cancelation invoices and fees if any

Note any credits due on paid bookings in the handover to accounts.

Keep in cancelled status on the file when handing over.

Issue Quote

Inbox management when the operations is on leave.

Adhoc tasks from the Line Manager as requested.

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