This role supports the smooth delivery of safari travel experiences by managing critical documentation and client communications. The administrator ensures every traveler receives complete and error-free e-documents within the required timeframe, with special attention to last-minute bookings requiring urgent processing.
Key Responsibilities
- Prepare and distribute travel vouchers, itineraries, travel packs, and E-Tickets accurately and on schedule
- Reconfirm all travel services with suppliers to guarantee seamless client arrivals and stays
- Respond to incoming phone and email inquiries, capturing essential details when specialists are unavailable
- Manage documentation deadlines, ensuring all materials are completed and shared weekly
- Support team members by maintaining shared inboxes and drives with updated files and removal timelines
- Upload and organize documents in SharePoint for emergency access and team reference
- Update tracking reports daily with current document statuses
- Ensure postcards are sent to clients staying at designated safari properties
- Identify opportunities to improve documentation clarity, format, and delivery processes
Requirements
The ideal candidate is highly organized, detail-oriented, and comfortable managing repetitive tasks with accuracy. You must be able to meet weekly deadlines, handle last-minute requests within tight windows, and maintain professional standards across all communications.
- Demonstrated ability to produce error-free documentation consistently
- Experience managing digital files in SharePoint and shared drive environments
- Strong phone etiquette and message-taking skills
- Commitment to improving processes and enhancing client-facing materials
- Reliable follow-through on daily reporting and file management tasks
