Reservations Assistant

Description:

Inventory Manager

• Daily follow up of Provisional (HOLD) reservations on stipulated release date.
• Discuss with Reservations manager requests to extend holds (as required)
• Provisionals in for short lead – discuss with Reservations & Concierge Managers options in terms of what we can offer to try and convert/ confirm (upgrades/ spa treatment/ pay stay / Fedair / Family package?)
• Assist marketing with creating space when required.
• At same time, checking Country of residence noted and follow up on COR if not Closeout / blocking of suites for maintenance/ out of order as instructed by Reservations manager.
• Waitlists – daily checking of waitlists , assisting to clear, advising consultant of update. Maintaining order and discuss with Reservations manager options to try clear asap.

Administration

• Changing API’s to Holds every morning and mailing provisional with release date to the agent
• Check reservations for 2 weeks ahead and follow up on all outstanding information.
• Rooming list
• Country of residence
• Arrival & transfer information including name of transfer company/ airline, times
• Guest contact details
• Special requests are clearly noted
• Originating agent
• Ensure all out of the ordinary requests have been noted by the lodge and arranged.
• Manage Allocations. This includes checking space, loading of allocation. Clarifying terms with Sales GM. Maintenance of clear allocation schedule, loading of tour series bookings (Tauck & Scenic) Report on annual allocation performance.
• Any further admin tasks as required by the Reservations Manager. This may include
• Updating contracts
• Updating agent profiles & allocating of agent profiles on eRes
• Checking exclusive vehicles are properly noted for lodge E and special request
• Checking errors on interface and updating booking /uploading rate code for TBAs once loaded

Reservations

• Maintain understanding of all reservations & concierge processes & procedures with view to be able to assist in either reservations or concierge when team members are either on any kind of leave or experiencing particularly high volumes of work.
• Responsible for all Internal COMP reservations, Bednight reservations & Friends & Family Reservations.

Requirements:

• Daily follow up of Provisional (HOLD) reservations on stipulated release date.
• Discuss with Reservations manager requests to extend holds (as required)
• Provisionals in for short lead – discuss with Reservations & Concierge Managers options in terms of what we can offer to try and convert/ confirm (upgrades/ spa treatment/ pay stay / Fedair / Family package?)
• Assist marketing with creating space when required.
• At same time, checking Country of residence noted and follow up on COR if not Closeout / blocking of suites for maintenance/ out of order as instructed by Reservations manager.
• Waitlists – daily checking of waitlists , assisting to clear, advising consultant of update. Maintaining order and discuss with Reservations manager options to try clear asap.

• Changing API’s to Holds every morning and mailing provisional with release date to the agent
• Check reservations for 2 weeks ahead and follow up on all outstanding information.
• Rooming list
• Country of residence
• Arrival & transfer information including name of transfer company/ airline, times
• Guest contact details
• Special requests are clearly noted
• Originating agent
• Ensure all out of the ordinary requests have been noted by the lodge and arranged.
• Manage Allocations. This includes checking space, loading of allocation. Clarifying terms with Sales GM. Maintenance of clear allocation schedule, loading of tour series bookings (Tauck & Scenic) Report on annual allocation performance.
• Any further admin tasks as required by the Reservations Manager. This may include
• Updating contracts
• Updating agent profiles & allocating of agent profiles on eRes
• Checking exclusive vehicles are properly noted for lodge E and special request
• Checking errors on interface and updating booking /uploading rate code for TBAs once loaded

• Maintain understanding of all reservations & concierge processes & procedures with view to be able to assist in either reservations or concierge when team members are either on any kind of leave or experiencing particularly high volumes of work.
• Responsible for all Internal COMP reservations, Bednight reservations & Friends & Family Reservations.

• Equivalent to Grade 12 Pass
• Minimum 2 years Reservations experience including direct work with an acknowledged CRS.
• Code 08
• Proficient in eRes, Additional certificates, diplomas or experience in hospitality is advantageous
• Communication: This position requires the successful applicant to convey and receive information comfortably, confidently and effectively in person, telephonically as well as over email.
• Conceptualisation: This position requires the successful candidate to reason in spatial as well as abstract terms, to envision the whole or end-result, to anticipate the outcome.
• Accuracy: This position requires the successful candidate to have a keen attention to detail to ensure that accurate information is relayed on posts.
• Perception: The position requires the successful candidate to have the capacity to perceive correctly and in visual detail.
• Time Management: This position requires the successful candidate prioritize and organize assigned task to be completed in a logical, efficient manner.
• Socialisation: This position requires the successful candidate to have the capacity to mix freely and easily with people from all walks of life.
• Adaptability: This position requires the successful candidate to be flexible, accept change, opposing views, new ideas, to be imaginative and creative.
• Self-motivation: This position requires the successful candidate to be self-motivated, have the capacity to take decisions, to lead, to perform and to achieve.
• Listening skills: This position requires the successful candidate to be a good listener and understand what has been heard clearly and objectively.
• Self-Actualisation: This position requires the successful candidate to have the capacity to assert him/herself.
• Organising: This successful candidate will have the capacity to arrange the availability and allocation of required resources, utilise control systems, delegate and coordinate the tasks and duties of individuals and groups in a way that ascertains the smooth flow of work throughout the workplace.

• Equivalent to Grade 12 Pass
• Minimum 2 years Reservations experience including direct work with an acknowledged CRS.
• Code 08
• Proficient in eRes, Additional certificates, diplomas or experience in hospitality is advantageous
• Communication: This position requires the successful applicant to convey and receive information comfortably, confidently and effectively in person, telephonically as well as over email.
• Conceptualisation: This position requires the successful candidate to reason in spatial as well as abstract terms, to envision the whole or end-result, to anticipate the outcome.
• Accuracy: This position requires the successful candidate to have a keen attention to detail to ensure that accurate information is relayed on posts.
• Perception: The position requires the successful candidate to have the capacity to perceive correctly and in visual detail.
• Time Management: This position requires the successful candidate prioritize and organize assigned task to be completed in a logical, efficient manner.
• Socialisation: This position requires the successful candidate to have the capacity to mix freely and easily with people from all walks of life.
• Adaptability: This position requires the successful candidate to be flexible, accept change, opposing views, new ideas, to be imaginative and creative.
• Self-motivation: This position requires the successful candidate to be self-motivated, have the capacity to take decisions, to lead, to perform and to achieve.
• Listening skills: This position requires the successful candidate to be a good listener and understand what has been heard clearly and objectively.
• Self-Actualisation: This position requires the successful candidate to have the capacity to assert him/herself.
• Organising: This successful candidate will have the capacity to arrange the availability and allocation of required resources, utilise control systems, delegate and coordinate the tasks and duties of individuals and groups in a way that ascertains the smooth flow of work throughout the workplace.