A&K Private Travel Sales Assistant

Position Summary

The Private Travel Sales Assistant is responsible for assisting Private Travel Consultants and team in sales, administration, and preparation of documentation.

Responsibilities and Accountabilities

• Provide sales support to Private Travel Consultants and team.
• Assist with Private Jet & Inspiring Expeditions bookings and processes.
• Provide mentoring and training support for the team.
• Enter costs in collaboration with the Travel Consultant
• Schedule and assist with Chairman’s Club tasks.
• Manage files which encompass all Product lines.
• Maintain A&K service and communication standards.
• Act as point of contact when Travel Consultant is not available including but not limited to vacations, meetings, and trainings.
• Strong working knowledge of Travel Studio, enter all guest profile and itinerary information in Travel Studio including but not limited to passport, health, and flight information. Note items in the profile for future use and notify Travel Consultant as required. Book inventory for packages.
• Create and format proposals from routings or custom itineraries as provided from DMCs utilizing itinerary “blocks” or as built in Travel Studio. Ensure that inclusions/exclusions accurately reflect terms for all destinations included in the proposal, as well as any special terms.
• Monitor DMC correspondence to ensure all confirmation has been received for services and send final itinerary to DMC to ensure quality control.
• Follow up with guests/Travel Agents on additional services requested, and collect missing information, and itinerary details. Communicate updates to DMC or appropriate parties.
• Process payments and generate agent and client invoices.
• Prepare booking and itinerary for preliminary and final trip information.
• Create special inclusions in collaboration with the Travel Consultant
• Research competitive online pricing
• Coordinate and drive updates with the Travel Consultant on all reporting.
• Verify all flight details are correctly coordinated with land services booked.
• Proactively identify gaps in services as a result of flight information and DMC costings received and seek solutions.
• Ensure that booking financials are balanced, process payments, all extra services are paid in full, and appropriate notations in the record regarding booking margins in order to release final documents.
• Assist Guest Relations when post tour issues require investigation into historical documentation.
• Maintain a harmonious working relationship with guests, Travel Advisor partners, colleagues, and vendors.
• Special projects or other related duties as required.
• Develop knowledge, skills, and abilities in the areas of:
• Proper telephone etiquette and sales techniques
• Writing skills
• Accounting and costing protocol and procedures
• Geography
• A&K DMCs and Third-Party Suppliers

Requirements

Skills and Abilities

• Strong multi-tasking skills and flexibility are required.
• Global Geography and destination knowledge
• Detail-oriented with excellent organizational skills.
• Accuracy with data entry is required.
• Ability to work in a team environment.
• Ability to work independently and within specified deadlines.
• Excellent verbal/written communication skills and phone demeanour
• Must be proficient with all Microsoft Office applications and Internet search engines.
• Basic Sabre skills preferred.
• Knowledge of Internet search engines
• Must read/write/speak English.

Education and Experience

• Travel School or college degree preferred.
• High School diploma required.
• Relevant travel industry experience preferred.

Special requirements

• Evening, weekend, and approved overtime may be required.