ABOUT THE ROLE
We are seeking a highly organized and proactive Administrator to support the daily administrative operations of the company. The role involves coordinating safari booking processes, handling client communication, maintaining accurate booking and supplier records, preparing safari proposals, and supporting smooth information flow between departments. The ideal candidate should possess strong organizational, communication, and administrative skills, with the ability to manage multiple tasks efficiently in a fast-paced environment while ensuring accuracy and timely coordination.
What to do
Receive, log, and organize all client inquiries from all communication channels.
Support client engagement by ensuring all required booking details are properly captured and documented.
Assist in preparation and distribution of safari package proposals and iteneraries.
Support preparation of costings and ensure internal approval processes are followed before client sharing.
Coordinate booking confirmations between clients and suppliers (lodges, camps, and hotels).
Prepare and issue invoices to clients upon confirmation of bookings.
Receive, verify, and process supplier invoices for accuracy and completeness.
Maintain accurate records of bookings, payments, and service vouchers.
Support preparation and distribution of final itineraries to clients and safari guides.
Ensure proper documentation of safari mandatories and coordination of giveaways allocation.
Maintain organized filing systems (digital and physical) for all safari operations documents.
Follow up on pending payments, supplier confirmations, and outstanding documentation.
Support administrative reporting and update management on booking status.
Perform any other administrative duties as assigned by management.
EDUCATION AND EXPERIENCE
Diploma or Degree in Business Administration, Tourism Management, Office Administration, or a related field.
Proficiency in MS Office (Word, Excel, Outlook) is mandatory.
Basic knowledge of accounting or bookkeeping will be an added advantage.
Experience in use of CRM systems or booking systems will be an advantage.
Minimum of 2 - 3 years' experience in administration, office coordination, or customer service role.
Experience in tourism, travel, hospitality, or logistics environment will be an added advantage.
Experience handling documentation, invoicing, and client coordination.
Proven ability to manage multiple tasks and deadlines in a fast-paced environment.
SKILLS
Strong organizational and administrative skills.
Excellent communication and interpersonal skills.
High attention to detail and accuracy in documentation.
Strong time management and multitasking ability.
Ability to work under pressure and meet deadlines.
Integrity, confidentiality, and professionalism.
Problem-solving and coordination skills.
Ability to work effectively in a team-oriented environment.