Job Vacancy at Asilia Lodges and Camps ltd - Sales Support Administrator

Founded in 2004, Asilia has a leading presence in the main safari destinations in Tanzania and Kenya as well as a driving role in several pioneering projects. Asilia’s goal is to turn crucial and fragile natural habitats into lasting conservation economies, benefiting both the environment and local communities. At present the company owns and operates 20 lodges and camps as well as a ground handling operation. Asilia is the first Sustainable Safari / Lodge Company in Africa to receive a 5 Star rating for Sustainability from GIIRS, was recognized as one of the “Best Companies for the World” in 2013 and was awarded the 2014 Tourism for Tomorrow Business Award.

EMPLOYMENT OPPORTUNITY

Job Title: Sales Support Administrator

Asilia Lodges and Camps ltd is seeking to recruit a well-qualified Tanzanian to fill the position of Sales Support Administrator in Arusha Office. This position is mainly an administrative function within the Sales Department including responsibilities that support the Sales Team. The position is also responsible for coordinating the staff travel function for Tanzania as required, including the consulting and administration associated with this function and he/she will report to the Sales Manager, Arusha.

About Asilia

Founded in 2004, Asilia has a leading presence in the main safari destinations in Tanzania and Kenya as well as a driving role in several pioneering projects. Asilia’s goal is to turn crucial and fragile natural habitats into lasting conservation economies, benefiting both the environment and local communities. At present the company owns and operates 20 lodges and camps as well as a ground handling operation. Asilia is the first Sustainable Safari / Lodge Company in Africa to receive a 5 Star rating for Sustainability from GIIRS, was recognized as one of the “Best Companies for the World” in 2013 and was awarded the 2014 Tourism for Tomorrow Business Award.

What we believe in

We believe that world class travel can go hand in hand with improving livelihoods and conservation of nature. Our luxury camps and lodges are in some of the most special places on earth. Places we want to safeguard for the future. We strive to transform whole areas, from crucial fragile natural habitats with often impoverished communities into lasting conservation economies: effectively protecting wildlife whilst providing opportunities for local people to prosper. Whichever department you work in your efforts will be crucial in achieving our conservation goal.

Position: Sales Support Administrator

Location : Arusha
Reports to: Sales Manager Arusha

Responsibilities and duties

Manage the full administrative function for the Sales Team which includes:

Cross checking of bookings in the relevant booking systems including rate checks, logistics, pax numbers, extras charges, booking notes
Reconfirmation of all bookings within the specified timeframe Liaise with the finance team on invoice payments as necessary
Liaise with Safari & Camp Operations as necessary
Identify problems on a file and immediately notify the Sales Consultant and when applicable the Line manager
Any other administrative tasks as may from time to time be directed by the Line Manager
Build and maintain good relationships with both internal and external stakeholders to facilitate the smooth running of the administration process
Always provide proactive support to colleagues, but especially during peak or leave times
Strong support to the team in order to ensure we reach our departmental target
Following and adhering to all sales procedures as set out in the operating manuals
Attending all training that is offered and proactively growing your knowledge of the company, our products (as well as that of 3^rd Party suppliers) and the countries in which we operate
Use systems to their maximum potential and play an active role in helping to improve where possible
Always look for ways to support and assist the sales team and play an active role in increasing their performance

Fam & PR Trips

Handling site inspections and local agent fam trip requests for the Asilia product with costing and accurate information within the required turnaround time
Proactive response to requests including suggestions on itinerary design, routing, logistics, alternatives, upselling, offering additional information as needed
Follow booking procedures set out in the operating manuals when booking all properties, vehicles and activities that make up the safari – Fam trip specific policy in place
On confirmation complete the safari file with all the information required
Manage the day to day running of the trip as far as possible to ensure smooth operations

Staff Travel

Handling personal staff travel arrangements for Tanzania based Asilia staff (bednight policy)
Obtaining details– dates of travel, flexibility of dates, arrangements needed, passport/ID copies, budget

Required work practices

Across all interactions, promote the image of the sales team as a best in class externally with our clients and internally with our key stakeholders
As a key point of contact and the face of Asilia, upholding and contributing to the reputation of the company as a leading safari operator
The Asilia values are company values that play an important role in how we define ourselves and set ourselves apart. We place high value on living these values in every day work practices. These values are genuine, inspired to do good, caring family spirit, teamwork, dedicated to service, consistent quality and going the extra mile
When staff events happen within working hours it will be compulsory to attend
Attend all Training & Development programs as required

Skills & Experience Required

Interest in the safari industry
Strong administration and organizational skills
Meticulous attention to detail
Good communication skills, a service delivery mindset and a strong customer service focus
Must work well under pressure
Proactive mindset and can-do attitude
Ability to work independently as well as within a broader team setup
Energetic and eager to learn
Must be computer literate and able to use email / MS Word / MS Excel

Skills & Experience Advantage

Knowledge of the safari industry
Knowledge of Sales Systems

Qualifications

A minimum of bachelor’s degree In Tourism and Hospitality Management, Business Administration or any equivalent fields from a recognized institution
A minimum experience of 2 years working in lodges/hotels/camps
Good in written and spoken English language

How to apply