Company Background
Lowis & Leakey is a small family owned and run tour operator specialising in safaris in East and Southern Africa, we work closely with our sister company Outfitters East Africa which operates a private mobile camping unit. The two companies work hand in hand to arrange high end bespoke safaris. Owners Ninian and Lara Lowis are very involved in the day to day running and operations of the business and Ninian is the lead guide for Lowis & Leakey. We work closely with our clients to design their trips, many of whom are repeat guests, with most of our business coming through word-of-mouth recommendations.
Safari Operations
A full time Safari Operations Assistant role based at our office in Nairobi.
The role works as a support to the Lowis and Leakey team and Directors to deliver high quality safari itineraries offering our guests an exceptional experience.
The role will be to assist in planning safaris from start to finish including helping to create itineraries, quotations, and plan trip logistics. This involves costing safaris, liaising with suppliers such as lodges, camps, airlines, charter companies, guest file management, detailed record keeping, and general office duties. In the high season you will sometimes be expected to be available to assist with issues that may arise during a safari even if you are off duty and working from home.
Job Specification
Accuracy and attention to detail are key requirements as is the ability to efficiently manage a busy workload.
- Check availability of properties and make provisional bookings in a timely manner
- Check availability and book ground arrangements such as transfers, flights, VIP meet and assist
- Plan the logistics and smooth operation of an itinerary
- Prepare accurate quotations that include flights, transfers, guides, accommodation, and other related details
- Ensure that any provisional bookings that do not mature are cancelled in time to avoid cancellation penalties
- Create invoices and maintain records of deposits and final payments
- When a booking confirms share all relevant details with suppliers and issue vouchers
- Stay up to date on rates and special offers as well as the inclusions, exclusions at the properties we sell as well as their terms & conditions and keeping the rates files up to date
- Liaise with the accounts department on payments to suppliers and keeping an accurate record of payments made and received
- Maintain client files and ensure they are up to date and accurate with all information pertaining to their bookings
- Proofread all documents, emails and quotations to ensure accuracy before sending out
- Procurement and supplies
- You may be asked to write itineraries
- Make final checks before travel packs are sent to the guests
- Collect and collate guest information prior to arrival and share relevant information with the suppliers on their itinerary
- Follow up on any extra costs incurred during a safari and invoice accordingly
- Manage alterations to clients’ itineraries after booking
- Monitor that all information is received during the payment process
- Answering the telephone
- Assisting with Office Mpesa payments
- When necessary, check incoming emails for other members of the team and action appropriately
- Following up on final payments, travel arrangements and welcome packs
- Cross check with all suppliers throughout a safari to ensure the booking runs smoothly
- Maintain post safari records
- General office duties e.g. preparing welcome packs, guide notes and summaries, book campsites, arrange park fees, collection of luggage, meeting guests, updating system information, and corresponding documentation (itinerary items, travel information etc)
- Contribute to marketing as required such as planning marketing trips, creating marketing materials
In addition, there may be other reasonable duties to those listed above that you may be asked to perform from time to time.
Requirements for the role
- Professional outlook
- Good planning and organisational skills
- Computer literate – ideally in word, excel and the internet
- Good written and verbal communication skills
- Excellent numerical skills
- Able to prioritise busy workloads and work to deadlines
- Good interpersonal skills
- Attention to detail
- Able to manage confidential information
- Team player
- Calm in the face of adversity
- Adaptable, able to use initiative and think quickly “on your feet”
- Interest in travel
Important details
Working hours 08.30 to 1700, Monday to Friday. Occasionally in the high season you may be asked to work outside these hours or over the weekends either in the office or working from home. You may occasionally be asked to travel.
Remuneration/Benefits
An attractive salary is on offer dependent on skills, qualifications, and experience.
APPLY ON THE OFFICIAL WEBSITE USING THE LINK BELOW:
