Travel Operations Specialist (InsideJapan)

West of England Source: WhatJobs

£28,000–£38,000

Travel Operations Specialist (InsideJapan)

The role:

We are recruiting a Travel Operations Specialist for our global Booking Delivery Team in Bristol. This is an exciting opportunity for an administrator with a good knowledge of travel operations and a passion for providing an excellent support service to our clients.

You will be securing services for our client bookings and generating client’s final travel documents, ensuring that the final documentation is prepared accurately and using the most up-to-date information. You’ll play a vital role in making sure that all the services are booked appropriately, and you will generate final travel documents for clients.

Key responsibilities:

The essential cog between our Travel Consultants and our suppliers; this varied role will primarily see you managing a mix of booking queues, reservations and requests, balancing availability and logistics with client needs and preferences, to ensure the smooth delivery of high-quality group tours and tailor-made trips.

You will also be responsible for the generation of our client and tour leader travel documents and will play an integral role in keeping stored client and product details up to date to ensure these automated documents are flawless.

From time to time, you may also be assisting with administrative sales-related tasks such as preparing transport tickets, handling deliveries, or perhaps printing, compiling and sending travel documents to our clients.

While this role sits within the InsideJapan Tours brand, we work collaboratively across InsideJapan Tours and InsideAsia Tours, with some crossover in operational tasks as needed.

Main Tasks and Responsibilities

Confirm travel arrangements (e.g., accommodation, restaurants, activities, excursions, guides, transportation, etc) using phone, e-mail, and online reservation systems
Utilise our ‘Master Planner’ to monitor, book, and schedule our Insiders (Tour Leaders) and freelance tour leaders as required for tailor made trips
Maintain strong, mutually beneficial relationships with our suppliers and external partners to secure the delivery of our trips
Input relevant and accurate reservation details into Axum to ensure smooth generation of Info Packs for clients and reliable information for Travel Consultants
Accurately record costs of services in Axum, liaising with the Finance Team so supplier invoice payments and refund transactions can proceed smoothly
Conduct a quality check of bookings prior to the generation of final travel documents (Info-packs), checking the itinerary in our system with all suppliers to ensure all changes have been captured, everything is booked correctly and any further information required is pass on.
Generate Info-Pack documents, manually updating fields where required. Ensure all tickets are prepared and ready as required. These will then be passed to Travels Consultants for a final proof before sending.
Monitor shared inboxes to assist our Sales teams with queries, issues and requests.
Conduct quality control of Group Tour bookings in Axum, planning tasks, sending reminders, checking client arrangements and altering client documents to ensure all information held is correct and complete.

What we are looking for from you:

Passion for Japan/Asia as a travel destination – With a desire to help others discover the country
Strong geographical and logistical understanding of Japan
Experience coordinating and confirming a diverse range of travel arrangements
Well-developed problem-solving skills – With the ability to use own initiative with confidence
Independence and strong organisation skills – Ability to able to handle a volume of complex tasks simultaneously
A high level of productivity and accuracy – You’ll need to get a lot done at a high quality, sometimes under tight time pressures
High quality communication/interpersonal skills in emails, in-person and on the phone
Proficiency in MS Office (Excel, Word, Power Point, Outlook, Teams and SharePoint)
Japanese language skills - Comfortable conducting day-to-day business communication, reading itineraries and travel documentation, and liaising with Japanese stakeholders
Advanced level of English, both written and spoken
Geographical and logistical understanding of our core Southeast Asia destinations is beneficial

You don’t need to meet every requirement. If you’re motivated, passionate, and think you’d be a great fit, we would love to hear from you. As an equal opportunities employer, we're committed to making our recruitment process inclusive, accessible, and welcoming for everyone. If you require any adjustments or accommodations to support you during the recruitment process, please let us know.

What you get in return:

Annual discretionary performance (company related) bonus
25 days annual leave, rising by one day each year to a maximum of 28 days.
Day off on your birthday
Enhanced parental leave
Employer pension contribution
Employee Assistance Program
Volunteering leave
Designated learning and development time

Why work with us:

At Inside Travel Group, we value Knowledge, Friendliness, Passion, Determination, Quality, and Integrity. We believe in creating a workplace where everyone feels welcome, supported, and inspired to do their best work.We celebrate the different cultures, perspectives, lifestyles, and experiences that shape our team, and we welcome applications from people of all backgrounds and communities.