Company Background

Aardvark Safaris is a thriving tour operator specialising in holidays to Africa and the Indian Ocean. The company was started in 1999 and owners Richard Smith and Alice Gully are very much involved running the company, with the help of a great team around them. Aardvark Safaris has two offices in the UK, in Tidworth, Hampshire and Musselburgh, outside Edinburgh. We plan exceptional holidays for our clients and many return to us year on year, with much of our business coming via word-of-mouth recommendations.

Why work with Aardvark Safaris?

We are proud of our dedicated and knowledgeable team and all of our staff are encouraged to contribute to life here at Aardvark Safaris. We firmly believe that the more fulfilled people are the better their work will be. The atmosphere in the office is creative, varied, fun and challenging as well as business-like and focused. Though we work hard, we have a good time together too, with various team days out an opportunity to laugh together.

Successful candidates are offered competitive packages and training to learn all the necessary skills, whether in the sales or administrative side of the business. The culture in all our offices is characterised by the staff who work there and we’re always keen to employ a diverse range of people to further enhance this.

Sales Administrator role

A full time Sales Administrator role based at our office in Musselburgh, just outside Edinburgh.

The role works as administrative support to the Aardvark Safaris sales team and to the Sales Director Alice Gully. You will learn how the sales team operate and deliver high quality itineraries that exceed client expectations. You will ensure the highest standard of client care and satisfaction. This involves detailed record keeping, liaising with African suppliers, airlines and clients, and general office duties. Alongside sales administration for client files, you will work closely with the Sales Director in the organisation of educational travel, marketing activities and diary management.

Job Specification

The Sales Administrator assists the Sales team in delivering perfect holiday itineraries that hold a wow factor for all our clients and to deliver a perfect and seamless customer experience. Accuracy and attention to detail are the key requirements as is the ability to prioritise and effectively manage a busy workload.

You will provide sales support in the end to end process of creating, managing and delivering client itineraries, to include:

• Assisting sales team with initial client enquiries, including suggestion letters, emails, mailing brochures and checking availability of properties on the internet and by email and writing itineraries
• Checking availability of ground arrangements with African suppliers and flights on web booking systems
• Liaising with airlines and other suppliers to reserve flights, accommodation and transfers and Input all details into the database grid system
• Cross checking grids for accuracy of itinerary and costing
• Maintaining accurate paper and electronic records. Input and maintenance of client details onto database
• Assisting Sales Director in planning and organising educational travel
• Diary Management for the Sales Director
• Prioritising workloads during busy periods to best assist the sales and administrative teams
• Ensuring the client receives all relevant itinerary information, brochures, booking forms and maps, either by post or email
• Proof reading documents prior to posting or emailing
• Invoicing clients and monitoring all information is received during the payment process
• Assisting the sales team to manage alterations to clients’ itineraries after booking
• Processing final checks before travel packs are created
• Creating travel packs for sending to the clients
• Checking incoming emails and actioning appropriately as well as answering the telephone and talking to clients as delegated by the sales team.
• Help sales team and Sales Director with organising exhibitions, shows, trade events and other marketing activities.
• Help administrative team when required to enable supplier payments
• General office duties i.e. monitoring stock levels, writing reports/letters, helping with mail drops, updating system information and corresponding documentation (itinerary items, travel information etc)
• You may be required at times to participate in the emergency phone rota in the evenings or at weekends

In addition, there may be other reasonable duties to those listed above that you may be asked to perform from time to time.

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Requirements for the role

• Good organisational skills
• Computer literate – ideally in word, excel and the internet
• Good written and verbal communication skills
• Good numerical skills
• Able to prioritise busy workloads
• Good interpersonal skills
• Attention to detail
• Able to manage confidential information
• Team player
• Adaptable
• Interest in African travel

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Important details

• Salary depends on experience
• 20 days rising to 25 days holiday plus bank holidays
• Working hours 0900 to 1730, Monday to Friday

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The perks

• Contributory pension
• Annual bonus scheme
• Cycle to work scheme
• Childcare voucher scheme
• A trip to Africa after the first year

If you would wish to apply for this role please send your CV and covering letter to alice@aardvarksafaris.com