Administrator

Responsibilities

• Receive, log, and organize all client inquiries from all communication channels.
• Support client engagement by ensuring all required booking details are properly captured and documented.
• Assist in the preparation and distribution of safari package proposals and itineraries.
• Support preparation of costings and ensure internal approval processes are followed before client sharing.
• Coordinate booking confirmations between clients and suppliers (lodges, camps, and hotels).
• Prepare and issue invoices to clients upon confirmation of bookings.
• Receive, verify, and process supplier invoices for accuracy and completeness.
• Maintain accurate records of bookings, payments, and service vouchers.
• Support preparation and distribution of final itineraries to clients and safari guides.
• Ensure proper documentation of safari mandatories and coordination of giveaways allocation.
• Maintain organized filing systems (digital and physical) for all safari operations documents.
• Follow up on pending payments, supplier confirmations, and outstanding documentation.
• Support administrative reporting and update management on booking status.
• Perform any other administrative duties as assigned by management.

Requirements

• Diploma or Degree in Business Administration, Tourism Management, Office Administration, or a related field.
• Proficiency in MS Office (Word, Excel, Outlook) is mandatory.
• Basic knowledge of accounting or bookkeeping will be an added advantage.
• Experience in the use of CRM systems or booking systems will be an advantage.
• Minimum of 2–3 years’ experience in an administration, office coordination, or customer service role.
• Experience in tourism, travel, hospitality, or logistics environment will be an added advantage.
• Experience handling documentation, invoicing, and client coordination.
• Proven ability to manage multiple tasks and deadlines in a fast-paced environment.

Skills

• Strong organizational and administrative skills.
• Excellent communication and interpersonal skills.
• High attention to detail and accuracy in documentation.
• Strong time management and multitasking ability.
• Ability to work under pressure and meet deadlines.
• Integrity, confidentiality, and professionalism.
• Problem-solving and coordination skills.
• Ability to work effectively in a team-oriented environment.