Travel Assistant - (ADM-L4.16)

• The Travel Assistant provides efficient, accurate, and policy-compliant travel coordination services to internal and/or external clients of Zutari.
• The role is responsible for processing travel bookings in accordance with Zutari travel guidelines and policies, ensuring cost-effective solutions, managing documentation, and delivering high-quality customer service.
• Operates within defined procedures, applies sound judgement and contributes to operational effectiveness through attention to detail and proactive client communication.

Role Responsibilities

Travel Booking & Coordination

• Process and respond promptly to all travel requests in line with traveller requirements.
• Ensure all bookings flights, accommodation, transport are accurate and completed within prescribed turnaround times.
• Apply fare knowledge to source the most cost-effective travel options.
• Utilise preferred suppliers in accordance with company agreements.

Client Service & Advisory

• Inform travellers upfront of all destination-specific travel requirements e.g., documentation, regulations.
• Build confidence with travellers through clear, professional communication.
• Proactively monitor industry updates e.g., travel disruptions, regulatory changes and advise clients accordingly.
• Ensure a high level of customer satisfaction through quality and responsiveness.

Documentation & Compliance

• Review and verify all travel documents for accuracy, completeness, and quality.
• Process visa requirements where applicable.
• Ensure adherence to company policies, procedures, and travel compliance requirements.
• Maintain and update traveller profiles, escalating changes where necessary.

Operational Efficiency & Systems Usage

• Effectively use travel booking systems and tools to enhance productivity.
• Maintain task queues e.g., "to-do list" and clear them at defined intervals throughout the day.
• Continuously apply technology to improve turnaround times and service delivery.

Financial & Administrative Support

• Collate and verify supplier invoices to be processed.
• Ensure financial documentation is complete and aligned with company procedures.

Risk Management & Reporting

• Identify and report incidents affecting travellers in a timely manner.
• Escalate issues to the line manager and follow guidance for resolution.
• Ensure traveller safety and compliance with travel risk protocols.

Qualifications

• Matric/National Senior Certificate - Essential
• National Diploma in Travel and Tourism or a Certificate in Travel and Tourism – Essential

Experience

• Minimum 3-5+ years of experience in Travel desk management.
• Proven experience Global Distribution System Amadeus.
• In-depth understanding of airline fare rules, corporate travel needs

Skills

• Ms Office Proficiency - Word, Excel, PowerPoint and Outlook
• Communication skills: Clearly conveys travel requirements, updates, and solutions to clients and stakeholders.
• Technical & Systems Proficiency: Competently uses travel systems, tools, and processes to enhance operational effectiveness. This is inclusive of Global Distribution Systems GDS such as Amadeus, Travelport and Sabre.
• Customer Service Orientation: Delivers responsive, professional, and client-focused service, ensuring positive travel experiences.
• Compliance & Policy Adherence: Understands and applies organisational policies, procedures, and regulatory requirements consistently.

Competencies

• Attention to Detai l - Accurately processes bookings and documentation, ensuring high levels of precision and quality.
• Planning & Organising - Effectively prioritises and manages multiple tasks, ensuring timely delivery and adherence to strict timelines and service standards.
• Financial Acumen - Applies basic financial controls, including invoice collation and reconciliation of transactions.
• Problem-Solving & Judgement - Identifies issues, applies standard solutions, and escalates appropriately when needed.
• Communication - Communicates clearly and professionally with travellers, suppliers, and internal stakeholders.
• Adaptability and Resilience - Remains calm under pressure, responds effectively to travel changes and disruptions, and adapts to changing priorities.