Tour Consultant/Office Administrator job at RCS Consult

Tour Consultant/Office Administrator job at RCS Consult

Job Overview:
On behalf of our client, we seek to recruit a highly competent, hardworking and self-motivated individual to fill the position of Accountant. The overall purpose of the Tour Consultant/Office Administrator is to coordinate all tourists planned activities, ensure growth of the business for the Company especially the domestic market, monitor routine office operations and also handle the office records.
On the Administrator side the overall job expectation is the day-to-day recording and monitoring of the accounts/finance related transactions while ensuring compliance with all regulatory requirements as relating to the tour business.

Key Duties and Responsibilities
• To design, plan and execute bespoke safari itineraries, tailor-made for individual clients.
• To cost and prepare accurate quotes for each safari itinerary issued to a direct client or tour operator prior to issuing the proposed safari.

• To handle all incoming emails and respond to or field them as appropriate.

• To handle all incoming phone calls to the Company and respond to or field them as appropriate.
• To convert safari enquiries to actual sales using procedures and guidelines as directed by the MD.
• To manage the safari process and ensure the smooth running of each safari from inquiry to completion.

• Develop and maintain close relationships with sector colleagues and third party providers to include: activity providers, hotels and lodges, charter flight providers, vehicle hire companies, Mechanics servicing the vehicles and other relevant outsourcers.
• Maintain up-to-date records of third-party providers and their rates as above.
• To maintain, collect and present relevant data on enquiries handled for the purpose of management reporting and business development.
• To attend external events and meetings at the request of the MD.

General
• To protect the reputation of the company and take due initiative when handling clients.
• To report to work in a timely manner whilst on safari and at the office.
• If you are running late or unable to attend work to contact the MD before 08:00 am.
• To attend a quarterly review of your work with the MD.
• To keep up to date with issues arising in the tourism sector in Uganda and beyond.
• To execute any other reasonable duties requested by the MD.

Field Duties (when required)
• To partake in relevant familiarization excursions to maintain strong product knowledge for the benefit of the clients and for Company competitiveness.
• To visit third-party accommodations and carry out site inspections of those accommodations used by the Company.

Office Administrator’s responsibilities
The Office Administrator is responsible for the overall daily supervision of office operations in the Reservations, Permits, office, Customer Service sections and Accounting. The ‘office aspect’ of the ‘Guides, Camping Supplies and Vehicles’ section

Reservations section:
• Negotiate seasonal rates and Team Leaders’ rates
• Negotiate Contract rates
• Work with the Reservation Department to make sure all bookings – a) are made and, b) are made on time.
• Cross check all itineraries with all booked permits to make sure that all clients/groups have the right permits and that they are on the correct dates.
• Updating the client’s booking sheet on a weekly basis and updating the guides on their forthcoming safaris.
• Follow up on the reservation confirmations relative to clients’ booking vouchers and itineraries.
• Work with Reservations to eliminate making wrong Invoices and or including wrong rates.
• Make sure that all the necessary documents and preparations, packages etc. are done for each client 3 days before the client’s arrival
• Call the guides to come in and go through their files in advance to eliminate stressful calls while on their respective safaris.
• Make sure that all clients’ files are complete with a copy of their budget, itinerary, arrival time, special requirements, gorilla permits receipts, etc.
• Make a summary of payments made
•

Permits;
• Cross check Itinerary dates and the actual tracking dates to see if they match, or correspond with the group.
• Make sure the permits are correct in terms of the area of tracking. Whether it is Rwanda verses Uganda; or the South verses the North.
• Work with the Permits department to eliminate double payments
• Follow up on the permit availability.
• Follow up on the Permits ‘top up’ dates.

Guides/ clients and vehicles section:
The Office Administrator shall work with the Transport Officer Associate in this area.
• Keep in touch with the clients and guides while on safari and updating the MD on how clients are doing and handling their arising issues or problems.
• Make sure that you get full reports and briefings from the guide regarding how the safari has been and then send a report to the MD/Agent immediately.
• Briefing and de-briefing clients and guides upon arrival and departure and handling their issues.
• Make sure Vehicle repair reports are done by the Guides and presented to the MD. Then follow up to make sure that they are analyzed and paid.

Customer Care:
• Make sure the office is clean and is run professionally. And that the necessary office renovations are being considered by MD.
• Make sure that company guests are taken care of.
• Take care of any office emergency for example if an employee needs to go to the Clinic etc.
• Make sure that the office employees’ lunch is provided and it’s always on time.

Accounting:
• Work with the company Accountant(s) to eliminate making double payments
• To go through all operations budgets and verify the accuracy and consistency of prices, rates, figures etc.
• Get budgets from the accounts department and make a weekly summary for each client where they will be going and present it to the directors for consideration.
• Making sure those weekly clients’ payments have been done and bank slips have been faxed to them before clients arrive in the hotels by the accounts department/reservations.
• Making sure that the budgets match with the itinerary and all activities in the itineraries.
• Analyze all financial requests from other departments and make sure that they are catered for.
• Update of books of accounts in the QuickBooks Online system in real-time in liaison with the accountant or his representative
• Petty cash management and ensure accountabilities are provided to the MD on a daily basis
• Maintain & manage the accounts receivable and accounts payables on a weekly basis
• Update the Fixed Asset Register and the depreciation schedule

Crisis Management
In case of an Operations Crisis, the Office Administrator shall be one of the first responders. You are expected to coordinate and move resources around in order to resolve the situation as fast and as amicably as possible. Senior management shall assist you were necessary

Skills and requirements
• Degree in leisure and hospitality, or tourism
• 1 year experience handling tour operations
• Exceptional communication skills
• Computer skills
• Marketing skills.
• Organization skills

Job application procedure
Interested in applying for this job? Submit your application now to support@rcsconsult.net

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