Skip to content

Agent - Sales Service Co-ordinator

  • Hybrid
    • Cape Town, Western Cape, South Africa
  • Asilia Africa

Coordinate agent sales admin, liaise with 3rd party suppliers, support Sales Consultants and ensure smooth booking processes. Requires strong communication, multitasking and organizational skills.

Job description

ABOUT ASILIA

Asilia Africa is one of East Africa’s long-standing safari companies. Meaning ‘genuine’ or ‘authentic’ in Swahili, we’ve built a reputation for incredible safari experiences and our unwavering commitment to empowering both people and nature alike in the region. Founded in 2004, Asilia has a leading presence in the main safari destinations in Tanzania and Kenya as well as a driving role in several pioneering projects. Asilia’s goal is to turn crucial and fragile natural habitats into lasting conservation economies, benefitting both the environment and local communities. At present, the company owns and operates 18 lodges and camps as well as a ground handling operation. Asilia is the first sustainable safari/lodge company in Africa to receive a 5-star rating for sustainability from GIIRS, was recognized as one of the “Best Companies for the World” in 2013 and was awarded the 2014 Tourism for Tomorrow Business Award.

WHAT WE BELIEVE IN

We believe that world-class travel can go hand in hand with improving livelihoods and conservation of nature. Our luxury camps and lodges are in some of the most special places on earth. Places we want to safeguard for the future. We strive to transform whole areas, from crucial fragile natural habitats with often impoverished communities into lasting conservation economies; effectively protecting wildlife whilst providing opportunities for local people to prosper. Whichever department you work in, your efforts will be crucial in achieving our conservation goal.

POSITION OVERVIEW

This position is responsible for handling the administrative aspects of agent sales with Asilia and 3rd party suppliers at all stages of the booking process. You will work closely alongside the Agent Sales Consultants, requiring excellent communication skills and being highly organized and able to multitask

RESPONSIBILITIES AND DUTIES

  • Work closely with Asilia Africa Sales Consultants to support the administrative and operational aspects of the sales process.

  • Confirm all services upon agent confirmation in line with internal procedures.

  • Accurately capture booking references, updates, and travel information in the system on time.

  • Produce and deliver error-free itineraries, vouchers, travel packs, and e-tickets, ensuring agents receive documentation 8–10 weeks prior to travel (or within 24–48 hours for last-minute bookings).

  • Cross-check invoices and services for quality control, escalating issues as required, and liaise with Finance to ensure deposits are correctly allocated.

  • Maintain accuracy and proper filing of all documentation in shared systems.

  • Reconfirm bookings due to travel, including dietary requirements, rooming allocations, and other special needs.

  • Respond promptly to agent queries and ad-hoc requests.

  • Provide proactive support to colleagues during peak periods or leave cover.

  • Adhere to company operating manuals and processes.

  • Participate in training opportunities and proactively expand knowledge of Asilia products, third-party suppliers, and destination information.

  • Take a proactive and adaptable approach to developing sales skills, systems knowledge, and product expertise.

  • Encourage inter-department collaboration and contribute to a positive team culture.

  • Undertake other duties or project work as required.

Job requirements

REQUIREMENTS AND QUALIFICATIONS

  • Excellent communication skills, a service delivery mindset, and a strong customer service focus both internally with colleagues and externally with suppliers.

  • Strong administration and organizational skills

  • Meticulous attention to detail

  • Proactive mindset and can-do attitude

  • Ability to work independently as well as within a broader team setup

  • Ability to work well under pressure

  • Experience in delivering results in a performance-oriented and fast-paced sales environment

  • Experience and a good understanding of the safari tourism environment

  • Experience in and knowledge of East Africa Safari sales advantageous (Kenya, Tanzania & Uganda)

  • Experience working in a sales team environment

  • Strong customer service skills (written & telephone)

  • Knowledge of sales & reservations systems

REQUIRED WORK PRACTICES

  • Across all interactions, promote the image of the sales team as a best in class externally with our clients and internally with key stakeholders.

  • As a key point of contact and the face of Asilia, upholding and contributing to the reputation of the company as a leading safari operator.

  • The Asilia values are company values that play an important role in how we define ourselves and set ourselves apart. We place a high value on living these values in everyday work practices. These values are genuine, honesty, quality, commitment, and care.

  • When staff events happen within working hours it will be compulsory to attend.

CONDITIONS AND WORKING HOURS

  • You will be required to work in the Cape Town office Monday – Friday. You are required to work 9 hours per day including a 1-hour lunch break. The working hours are 08h00-17h00 with some flexibility.

  • Overtime may be required during peak periods.

  • You may be required to work alternative South African public holidays for which you will be compensated with time off in lieu.

or