Manage the operational coordination of confirmed bespoke safari bookings from confirmation through to travel.
About Our Client
Our client is a safari company providing bespoke, multi-destination itineraries and luxury travel experiences. They value long-term commitment, proactive ownership, and a collaborative, digitally driven environment. They offer a long-term position where team members can take genuine ownership of their role, contribute ideas, and grow with the company over time.
The Role: Operations Coordinator
The purpose of this role is to manage the operational coordination of confirmed safari bookings from the point of booking confirmation through to travel. This role exists to ensure every element of a guest journey is accurately planned, coordinated, and communicated, connecting moving parts seamlessly behind the scenes. The main focus areas include guest itinerary logistics, supplier communication, record-keeping, and managing guest-facing operational administrative support.
Key Responsibilities
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Demonstrate considerable previous experience within a tour operator, DMC, or similar travel operations environment to coordinate and manage guest itineraries and travel logistics, including accommodation, road transfers, flights, activities, and guides.
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Work closely with consultants to ensure a smooth handover from the planning and sales stage into operations.
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Liaise directly with suppliers regarding confirmations, guest information, timings, logistics, special requests, and amendments.
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Collect, organize, and manage all required guest information, including passport details, dietary requirements, and rooming information.
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Manage guest-facing operational and administrative communication, including sending invoices, payment receipts, and pre-travel information.
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Assist with last-minute changes, cancellations, delays, or operational issues to find appropriate solutions.
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Maintain accurate booking records, operational deadlines, calendars, internal trackers, and shared documentation.
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Use Google Drive, Google Workspace, Slack, Asana, Tourplan, Safari Portal, and AI tools to manage workflows and improve operational efficiency.
About You
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Considerable previous experience within a tour operator, DMC, or similar travel operations environment.
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Strong computer literacy and proficiency in Google Drive and Google Workspace.
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Strong written and verbal communication skills with a high standard of professional English.
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Exceptional attention to detail and ability to notice inconsistencies, missing information, and potential logistical issues.
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Excellent planning, organizational, and time management skills to handle multiple complex bookings simultaneously.
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Excellent guest and supplier communication skills with high discretion and understanding of confidentiality.
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Calm, proactive, dependable, and solutions-focused mindset when dealing with changes or operational challenges.
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Experience within luxury, bespoke, or safari travel.
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Previous experience with Tourplan and Safari Portal.
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Comfort with learning new software, digital platforms, AI tools, and automation systems.
