Job description for RESERVATION OFFICER at Vifa Holiday Indonesia
Job Description :
1. Booking Processing & Coordination
● Review itineraries and client requirements to ensure requested services align perfectly with expectations.
● Execute bookings for hotels, transportation services (airport transfers, intercity, etc.), and tour/activity operators.
● Ensure every booking detail is recorded correctly, including dates, pax counts, room types, and special requests.
● Handle daily booking volumes by prioritizing tasks based on guest arrival dates.
● Send formal reservation requests to suppliers through established communication channels.
2. Supplier Management & Confirmation Tracking
● Keeping track of floating deposit & refund at supplier.
● Proactively follow up with suppliers to obtain written confirmations within the required timelines.
● Verify availability and booking details proactively, especially during peak seasons.
● Maintain clear, professional, and consistent communication with all suppliers.
3. Data Management & System Updates
● Update the internal booking system with supplier confirmation numbers, reference details, and final rates.
● Maintain up-to-date booking statuses (e.g., changing from "Requested" to "Confirmed") to provide data visibility for other departments.
● Maintain organized and traceable records of all correspondence to resolve any future data discrepancies.
4. Voucher Issuance & Quality Control
● Prepare and issue service vouchers once bookings are fully confirmed.
● Ensure all information on the vouchers matches the confirmed booking details and supplier agreements exactly.
● Coordinate with the supervisor or management team for voucher approval where required.
● Deliver vouchers and relevant documentation to the Operations team or Guides on schedule.
5. Cancellation & Risk Monitoring
● Strictly monitor cancellation deadlines for all bookings to prevent unnecessary penalties or financial exposure.
● Ensure the timely release or modification of bookings as requested by clients or the sales team.
● Minimize cancellation penalties through effective communication and adherence to supplier terms.
● Promptly alert the management team regarding high-risk bookings approaching non-refundable status.
6. Pre-Arrival Verification & Final Checks
● Reconfirm all bookings with suppliers prior to client arrival to ensure service readiness.
● Verify any last-minute changes or special requests to ensure they have been accommodated.
● Coordinate with the Operations team for final checks, ensuring all field requirements are met.
● Guarantee that all services listed in the itinerary are confirmed and ready for flawless delivery.
Additional: Perform any other duties reasonably assigned by supervisors or management, consistent with the employee’s role and responsibilities.
Job Requirements :
- Strong skills in reservations and efficient management of booking processes.
- Excellent communication skills and the ability to effectively convey information to customers and team members.
- Proficiency in customer service, a focus on ensuring customer satisfaction, and proficiency in managing international clients.
- Detail-oriented with excellent organizational and problem-solving skills.
- Ability to work in a fast-paced environment and meet deadlines.
- Previous hospitality or travel industry experience is highly beneficial.
- Proficiency in relevant reservation systems and software, such as jambix is a plus.
- Willing to execute accessibility surveys of accommodations and Bali destinations.Knowledgeable in domestic ticketing & domestic tour.
