Travel Operations Specialist (InsideJapan)

The role:

We are recruiting a Travel Operations Specialist for our global Booking Delivery Team in Bristol. This is an exciting opportunity for an administrator with a good knowledge of travel operations and a passion for providing an excellent support service to our clients.

You will be securing services for our client bookings and generating client’s final travel documents, ensuring that the final documentation is prepared accurately and using the most up-to-date information. You’ll play a vital role in making sure that all the services are booked appropriately, and you will generate final travel documents for clients.

Key responsibilities:

• The essential cog between our Travel Consultants and our suppliers; this varied role will primarily see you managing a mix of booking queues, reservations and requests, balancing availability and logistics with client needs and preferences, to ensure the smooth delivery of high-quality group tours and tailor-made trips.
• You will also be responsible for the generation of our client and tour leader travel documents and will play an integral role in keeping stored client and product details up to date to ensure these automated documents are flawless.
• From time to time, you may also be assisting with administrative sales-related tasks such as preparing transport tickets, handling deliveries, or perhaps printing, compiling and sending travel documents to our clients.
• While this role sits within the InsideJapan Tours brand, we work collaboratively across InsideJapan Tours and InsideAsia Tours, with some crossover in operational tasks as needed.

Main Tasks and Responsibilities

• Confirm travel arrangements (e.g., accommodation, restaurants, activities, excursions, guides, transportation, etc) using phone, e-mail, and online reservation systems
• Utilise our ‘Master Planner’ to monitor, book, and schedule our Insiders (Tour Leaders) and freelance tour leaders as required for tailor made trips
• Maintain strong, mutually beneficial relationships with our suppliers and external partners to secure the delivery of our trips
• Input relevant and accurate reservation details into Axum to ensure smooth generation of Info Packs for clients and reliable information for Travel Consultants
• Accurately record costs of services in Axum, liaising with the Finance Team so supplier invoice payments and refund transactions can proceed smoothly
• Conduct a quality check of bookings prior to the generation of final travel documents (Info-packs), checking the itinerary in our system with all suppliers to ensure all changes have been captured, everything is booked correctly and any further information required is pass on.
• Generate Info-Pack documents, manually updating fields where required. Ensure all tickets are prepared and ready as required. These will then be passed to Travels Consultants for a final proof before sending.
• Monitor shared inboxes to assist our Sales teams with queries, issues and requests.
• Conduct quality control of Group Tour bookings in Axum, planning tasks, sending reminders, checking client arrangements and altering client documents to ensure all information held is correct and complete.