Part-time Travel Admin - XTravel

Offshore Virtual Assistants, a very respected Australian outsourcing company is looking for an experienced Travel Administrator to assist one of our fastest-growing key clients, based in New Zealand

This is an exciting opportunity to work with passionate travel professionals in the corporate and leisure travel sector. The role is to support our travel consultants in ensuring their 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 fast-growing business. The role involves a variety of tasks ranging from customer service, sales and travel booking, to administrative and marketing support.

Location – Work from Home

Hours – Part-time 20 hours, predicting to transition to full-time July/ August 25


Roles and Responsibilities:

Travel Tasks

Itinerary Planning: Creating detailed travel itineraries, including information on flights, accommodations, and activities.Ensuring the itinerary aligns with the client’s preferences and schedule.
Ground Transportation: Coordinating airport transfers. Arranging car rentals or other transportation services. Providing information on local public transportation options.
Post-Travel Follow-up: Collecting feedback from clients about their travel experience. Compiling a post-travel report for future reference. Addressing any outstanding matters post-travel.
Database Management: Maintaining accurate records. Updating client profiles and preferences. Ensuring all data is secure and up-to-date.
Accommodation Booking: Research hotels and other accommodations. Making reservations based on client preferences and budget. Managing bookings, modifications, and cancellations
Communication and Coordination: Acting as a point of contact between clients and travel service providers. Confirming reservations and updating clients on any changes. Ensuring seamless communication throughout the travel process.
Researching/suggesting Day tours and pricing transfers
Creating quotes


Customer Service Tasks:

Responding to client enquiries promptly. Resolving any issues or concerns during the travel process. Providing exceptional customer service to enhance client satisfaction.
Managing client personal information in our back-office system
Sending pre-departure reminders email
Reservation Management – data entry
Manage Changes and Cancellations
Checking Due Dates


General Administration Tasks:

File management including cross-checking all travel sectors at various stages of the trip planning and execution and working with itinerary software such as AXUS to create client itineraries and documentation.
Creating client trip folders and filing correspondence.
Calendar Management, scheduling appointments, email management, reminders and other organisational duties as required.
Creating and updating processes and procedures.
Data Entry in Tramada
Cruise Confirmations, Car Hire, Train bookings & Private Guides and Restaurant bookings
Sending reports to Clients
Diary and email management
Forms and Document Creation
Asking for Testimonials
Sending birthday and Christmas Cards to clients


Marketing Tasks:

Social Media Management: Facebook and Instagram content creation, scheduling, and engagement.
Image Design in Canva: Utilising established templates and outlines to design eye-catching visuals for Facebook and Instagram.

Email Marketing Content: Writing engaging and effective content tailored for email campaigns.


Finance Tasks:

Creating/ sending client Invoices
Financial – Supplier Payments
Customer Payments / Deposits
Xero reconciliations


Key Qualifications and Skills:

Previous experience as a travel Admin for Australian/ New Zealand clients
Degree in a related industry ie hospitality.
Excellent English communication skills, both verbal and written
Strong customer service and organisational skills
High degree of attention to detail and excellent organisation skills
Excellent analytical skills
Strong time management skills
Excellent written and verbal communication skills.
Ability to work autonomously and show initiative.
Excellent communication skills and ability to adapt the tone to suit specific clientele


Tools and Software Skills:

Tramada
Sabre
Microsoft Office suite (Teams, Word & Excel)
Google Suite
Canva
Xero Accounting