Reservations Assistant (Travel Studio Specialist) Job in Nairobi

Position: Reservations Assistant (Travel Studio Specialist)

Department: Reservations

Reporting To: Purchasing & Reservations Manager

Location: Nairobi

Position Purpose: PEAK DMC is a global leader in providing a rich diversity of destination experiences to a wide customer group. Our goal is to build trusting customer relationships to secure repeat business for the local DMC and within our global network of DMCs.

The Reservations team contributes to this success by providing quick and accurate bookings, confirmations and suitable alternatives to all accepted quotes for DMC clients. The team also completes reservations work for all Intrepid Group brands.

This Reservation Assistant role will work within the reservations team to deliver service-level excellence for PEAK DMC. The role will initially be responsible for supporting the migration from current systems to Travel Studio –including loading existing suppliers and services.

Once operational the role will be making bookings and confirmations with suppliers of all accommodation, transportation and required activities on trips in the region.

This will include Intrepid Group product as well as external group series and FIT trips as scheduled. This role also assists the manager in continually improving reservations processes and use of the system (Travel Studio).

Qualifications and Experience:

  • Diploma or equivalent in tours & Travel operations
  • Bachelor’s Degree will be an added advantage
  • Be passionate about travel, personable and self-motivated
  • An understanding of and a passion for PEAK’s style of travel, including the styles of our different brands.
  • Strong written and spoken communicate skills in English
  • Strong computer and IT system skills, proficient in Microsoft Office
  • Experience with ticketing and other reservations processes
  • Experience with a reservations system is advantageous
  • Able to relax and have fun at work with the team and still meet objectives

Other Skills and Attributes:

  • Understanding of the local Travel Industry
  • Technically savvy and a fast learner of new systems
  • Excellent organizational skills, attention to detail, with the ability to prioritize and manage own workload
  • Demonstrating high standards of customer service
  • Confident and professional communication skills
  • Can work independently and with a team
  • Friendly and flexible
  • A sense of humour and a smile!
Operational Accountabilities Benchmark Measure
Travel Studio loading
  • Meet individual targets for loading of contracts and services to support team targets
Reservations (booking and cancellations)
  • Completion of block booking process for accommodation and any other required services
  • Suppliers booked and confirmed within timeframes accurately
  • Any issues identified and raised immediately
Ensure accurate reservation information sent to suppliers
  • Correct information is sent to suppliers and provided to group leaders when necessary
  • Accurate vouchers if required to be issued within agreed timeframes for trip departure
espond to Intrepid Group sales department questions
  • Requests/questions actioned within 48 hours
  • No emails to be left unanswered at the end of each day
Develop good working relationships with all suppliers 
  • Response to supplier enquiries
  • Maintain regular contact with suppliers
  • No supplier complaints
Develop good working relationships with all Group Leaders 


  • Ensure all pre-trip preparations are completed accurately prior to leader’s arrival and trip departure
  • Answer leader’s questions and respond to the issue within 24 hours
  • Provide on-going support to leaders as required
  • Good Leader feedback
Process and take necessary action to feedback and complaints received
  • Receive and collate feedback from pax and Leaders
  • Follow up and action complaints with suppliers
Accounting and Invoicing
  • Reconciliation of pricing and invoicing
  • Cross-checking and compile vendor’s invoice
Ensure all practical arrangements for trips are completed
  • Ensure all cash requests are submitted 48 hours prior to trip departure
  • Ensure all documentation required by Leaders is completed 48 hours prior to trip departure
  • Ensure all data information required by the accounting department for cash requests or trip funds is accurate and submitted 48 hours prior to trip departure
Assist Purchasing & Reservations Manager with ad hoc projects
  • Tasks as assigned by manager
  • Pricing, systems, risk assessments and other ad hoc requests
  • Appropriate reporting to manager
  • Timely communication and sharing information

How to Apply

If you meet the above qualifications, send your application through the link. by 09/04/2018

NB: Any applications without the application form will automatically be disqualified.


Transport and Logistics
Updated: March 28, 2018 — 7:19 am