Sales Administrator

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, experienced Sales Administrator, based at our office in Tidworth, just into Wiltshire and on the border with Hampshire.

As a Sales Administrator you would work within a team to include sales support, your role will be to execute the detail required with tailored holidays to Africa and the Indian Ocean islands to the highest level. You should pride yourselves on delivering perfection to all the clients wishes and requests. This is a varied, busy and exciting role, where no two days in the office or holidays that we design are ever the same. You will require a high degree of accuracy and a keen eye for detail. We are looking for a self-confessed perfectionist!

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:

Dealing with initial enquiries with suggestions and distribution of marketing materials
Complete itinerary creation, including checking on the availability of properties, ground arrangements and flights, via web-based portals and emails or calls to African suppliers
Liaising with airlines and suppliers to reserve flights, accommodation and transfers and inputting accurate travel information into the CRM database grid system
Cross checking supplier invoices for accuracy and compliance to arrangements, costings and dates booked
Invoicing client deposit and balance payments and monitoring all information and monies are received
Ensuring the client receives all relevant itinerary information, brochures, booking forms and maps, either by post or email
Processing final checks and creating and sending travel packs to clients
Proof reading documents prior to posting or emailing to ensure accuracy
Assisting the sales team to manage alterations to clients’ itineraries after booking
Maintaining and foster an effective working relationship with all our suppliers
Assist with other general office duties as required i.e. answering phones, monitoring stock levels, writing reports/letters, helping with mail drops, updating system information and corresponding documentation
Supporting the sales team when organising exhibitions, shows, trade events etc

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Requirements for the role

Ability to work accurately with a high level of attention to detail
Ability to work under pressure and prioritise tasks
Good IT skills with proficiency in Word and Excel
Experience of working with a database/CRM system preferred
A creative mind with the ability to think outside the box and a desire to exceed clients’ expectations
Good organisational skills with the ability to prioritise busy workloads
Good written, numerical and verbal communication skills
A keen interest in Africa would be a bonus but not essential
A drive to work to targets, and a proactive, can-do attitude

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