Travel Planner

Role Introduction

As a Travel Planner, you are the superstar of itinerary crafting and customer service with a flare for detailed mathematical calculations. Your core duties are quoting and preparing sales itineraries with the sales lead, communicating closely with clients about the travel itinerary as well as overseeing the assigned Ops Responsible to ensure the trip is executed as per the client’s confirmed itinerary. As the Travel Planner, you are the ‘go-to expert’ for clients and the operations team.

The Full List of Responsibilities

Produce accurate and detailed trip proposals and quotes in a timely manner.

Planning sheets, creating quotes, checking availability with local hotels/DMC’s etc.

Daily in the early morning – check your emails and voicemail for supplier messages re; availability for sales itineraries

Liaising and communicating with clients to refine the itinerary as well as managing expectations and providing advice and recommendations to build an incredible itinerary.

Liaising and communicating with local suppliers to craft the Sales Itinerary according to the client’s expectations and special requirements.

Setting up and managing Sharepoint folders, trip calendar, MyOasis, as well as the MS Planner Trip Plan

Share finalized version of travel itineraries with the client via email/ travel app in a friendly, professional manner

Maintaining extensive knowledge in destinations of the assigned trips as well as services available in the regions. Share with the Sales and planning team any insights and relevant new information about the region

Maintain accurate and organized records of customer communications in Outlook/ CRM system.

Ensure that all conversations are on brand and a seamless representation of the ITV experience at all stages of the process to encourage repeat business

Work with the Sales team and local suppliers to produce accurate and detailed Sales itineraries and quotes in a timely manner.

Support new client on-boarding process with the sales lead, ensuring all client questions are answered and any transition to the Travel Planner is seamless

Communicating directly with clients from the deposit until post-trip

Track final payments and send prompts/balance payment invoices when due

Send receipts (paid invoices) for Trip Deposits & Final Balance payments from QBO

Supervising that OPs is getting all travel details to the client at the correct time.

Keep in close contact with Ops in case of upgrades and changes to the trip

Ensure that the planning sheet is correct; amounts, amenities, dinner reservations, etc.

Review the final travel itinerary to ensure accuracy and that all docs required are attached.

Present upsells to clients and reconfirm with OPs what clients choose

Review client’s previous trips, feedback, email correspondence etc to gauge what this client likes if they have upgraded before etc. (Sharepoint trip folder)

Other Tasks

Monitor shared email accounts

Answer phones and emails in a prompt and polite manner.

Other duties as assigned by the Sales Managers/ Directors and Operations & Business Manager

Support holiday and weekend office coverage

Make recommendations for process, procedure and technology improvements

Maintaining knowledge of destinations and services available in the regions of trips assigned as well as sharing new learnings and relevant new information about your region of expertise via presentation in team workshops.