Safari Operations Administrator
Flink Recruit Pretoria · Hoedspruit
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We are seeking a highly organised, detail-oriented and professional Safari Operations Administrator to provide comprehensive administrative and operational support to a busy safari operations department. This role is ideal for an experienced administrator who enjoys working in a fast-paced environment, has excellent organisational skills and can confidently manage schedules, records, reporting, compliance documentation, stock control and departmental communication. The Safari Operations Administrator will provide essential administrative and coordination support to the safari operations team, helping to ensure efficient systems, accurate records, regulatory compliance and smooth day-to-day operations. The successful candidate will work closely with senior guiding and training personnel and will play an important role in enabling the guiding team to deliver exceptional guest experiences.
Duties & Responsibilities
Departmental Administration
Provide administrative support to senior safari operations personnel.
Maintain filing systems, records and departmental documentation.
Prepare meeting agendas and minutes and track action points.
Assist with weekly, monthly and annual departmental reports.
Maintain departmental calendars and operational schedules.
Coordinate communication between Safari Operations and other departments.
Guide Scheduling & Operational Coordination
Assist with coordinating guide duty rosters and leave schedules.
Maintain guide allocations.
Assist with coordinating guest activity schedules with Reservations and Lodge Operations.
Maintain operational registers and daily movement schedules.
Vehicle & Equipment Administration
Maintain service schedules for safari vehicles.
Record vehicle inspections, defects and maintenance requirements.
Assist with coordinating vehicle servicing and repairs.
Maintain equipment issue registers.
Track radios, binoculars, recovery equipment and other guiding assets.
Maintain equipment inventories and replacement schedules.
Compliance Administration
Assist with maintaining firearm registers and ammunition issue records.
Monitor firearm licence expiry dates.
Maintain records for PDPs, First Aid, DEAT, FGASA and other statutory certifications.
Assist with compliance documentation.
Raise purchase requisitions and purchase orders.
Assist with obtaining and managing supplier quotations.
Maintain supplier information.
Monitor departmental expenditure against budget.
Assist with budget preparation.
Coordinate stock takes.
Process invoices and supporting documentation.
Training Administration
Assist with coordinating guide training schedules.
Maintain individual training files.
Record assessments and competency achievements.
Maintain training attendance registers.
Provide administrative support to the Guide Trainer.
Reporting & Document Control
Assist with weekly, monthly and annual operational reports.
Maintain departmental SOPs.
Ensure effective version control of operational documents.
Maintain incident, accident and corrective-action registers.
Assist with preparing information required for audits and management reporting.
Desired Experience & Qualification
Grade 12 / Matric.
A Diploma or Certificate in Business Administration, Office Administration, Tourism Management or a related field would be advantageous.
Minimum 2 years' administration experience.
Previous experience within a safari lodge, hospitality or tourism environment is preferred.
Experience in scheduling, reporting and operational administration Strong Microsoft Office experience.
Experience with stock control and procurement administration would be advantageous.
Fluent in English; an additional local language would be advantageous.