Job Description

Travel Consultants are responsible for all calls, reservations and quotations for all properties within the Village & Life portfolio through the Travel Support Channel platform.Product Knowledge

• Property Knowledge of all Village & Life trade products
• Policies and Procedures
• Sub Brands

• Details/terms of sub-brands within the Village & Life portfolio
• Superior product knowledge is vital
• Product knowledge is a responsibility not a function

Customer Relations

• Maintain a high standard of customer service and excellent communication skills
• Adopting a can do attitude with regards to customer enquiries
• Assist in investigating and resolving customer complaints

Sales

• Promote and Sell the Village & Life products and services using up-selling and suggestive selling techniques.
• Maintain a high level of product and service knowledge about all Village & Life properties/products.
• Quotations done accurately and with precision
• Confirmation and pro forma invoices processed and issued on time according to procedures and payment schedules
• Follow up and handover of all details of groups to property management and events to the relevant operations manager
• Seek to always maximise revenue sales and occupancies

Reservations

• Accurately record and process reservations made by phone/fax/email in the Property management system (Opera)
• Transfers to/from the properties booked and accurately confirmed for the right time and date with Transfer Company and with the guest/agent/operator - details to appear on correspondence and in PMS.
• Meal reservations booked and confirmed in advance with the travel desk / restaurant and with the guest/agent/operator - details to appear on correspondence and PMS accurately.
• All correspondence - fax or e-mail to be acknowledged and answered within 24 hours

• Liaison with clients and VNL villages- maintain professional and cordial relations

• Process amendments to reservations such as extensions, early departures, etc
• Manage no show reservations by investigation and recording of same, reverting to the reservations manager with investigation results
• Record special billing arrangements for reservations in all business segments
• All reservation details: special requests, arrival times, value adds etc to appear on correspondence accurately and in PMS - properties to be aware of guests special requests to meet and exceed guests expectations
• Liaise with Reservations/ Finance & Sales Manager for all reservations requiring credit approval
• Maintain knowledge of special rates/ offers/ promotions
• Immediate communication, to front office, of amendments to on the day arrivals.
• Follow-up on all provisional bookings. Ensure that the bookings are confirmed with deposits / full prepayments / voucher numbers where applicable, 7 days prior to arrival.
• Follow-up on any special requests, tourism service bookings and arrival times.
• Follow up on all peak bookings within the Village and Life property portfolio, ensuring that the bookings are confirmed and updated by the end of September each year.
• Communication of any special / VIP bookings to Reservations Manager and Front Office.
• Guest complaints and follow up - communicated to the Reservations Manager
• Accept waitlist reservations, record and follow up on PMS
• Forward pre-arrival mailers to guests 7 days prior to arrival.
• Record and manage traces timely and accurately
• Complete monthly OTA reconciliations and submit to reservations manager
• Take ownership of assigned custodian property and other when assigned to do so in the absence of a team member
• Ensure daily check-list is completed and submitted to reservations manager
• Assist Reservations manager with OTA recons and reporting

Career Custodians