THE SOPA LODGES WORK ETHICS

• We appreciate the needs and basic expectations of our guests to ensure satisfaction.

• We have pride in the work we do, how we present ourselves, and how we communicate with our guests and our colleagues.

• We act with honesty and integrity, which means doing the right things, at all times, even if no one is watching.

• We use our initiative and creativity to always find the best way to solve a problem for a guest of a colleague.

• We work as a team with colleagues across all departments to deliver the highest level of service at all times.

• We are passionate and show dedication and commitment and are always willing to go the extra mile.

• Every day, we try our best to make our guests feel special.

• We are proud to represent our hotel group and our country to guests from all over the world.

JOB BRIEF

To ensure effective management of Tour Series and Allocations, with a focus on accuracy, timely communication, system efficiency, and maximizing occupancy and revenue for Sopa Lodges.

KEY DUTIES AND RESPONSIBILITIES

Inventory Management

• Evaluate room allocations and tour series based on factors such as length of stay, property usage, and availability.

• Implement allocation strategies to optimise occupancy and revenue.

• Track room inventory, release periods, and terms and conditions for allocations and tour series

• Ensure bookings are linked correctly to allocations when required.

Trade partner Communication

• Provide periodic updates to our top operators on the materialisation of their allocations.

• Maintain top-notch communication with current and new agents.

• Offer alternatives to trade partners when inventory or rate-related issues impact their buying decision

Reservation Processing

• Ensure timely processing of sales updates and amendments of tour series and allocations

• Reconfirm booked dates during the draw-down process to ensure accuracy

• Encourage upselling, cross-selling, circuit bookings, and alternative options to maximise revenue.

Data Management

• Create, maintain, and update accurate records within the CRS (Central Reservation System).

• Ensure all bookings, rates, and market codes are up to date.

Team Collaboration:

• Collaborate regularly with the direct supervisor and Director of sales to maintain high sales conversion rates and trade partner service standards.

• Communicate effectively with other departments to streamline operations.

• Monitor, escalate, and resolve overbookings in a timely manner (at least 90 days before arrival).

• Ensure waitlist bookings are confirmed as soon as space becomes available.

Administrative Duties:

• Maintain an established filing system for all correspondence and compile reports as required by the Head of Reservations and Revenue.

• Attend weekly and monthly department meetings and prepare accordingly.

• Continuous Improvement:

• Stay informed about product knowledge, rate structures, and trade partner statistics

• Schedule regular trade partner trainings on tour series and allocations

Policy Adherence:

• Ensure that all policies and procedures are understood and adhered to by the team.

REQUIREMENTS

• Bachelor’s degree in Hospitality, Tourism, Business, or a related field.

• Previous experience in a similar role is desired

• Proficiency in English; additional languages are a plus.

• Strong attention to detail, organizational, and planning skills.

• Excellent communication and interpersonal skills.

• Confidence in using reservation systems (ResRequest experience is an advantage).

• Ability to handle pressure and meet deadlines.

• Sales-minded with a customer-focused approach.

• Evaluate room allocations and tour series based on factors such as length of stay, property usage, and availability.
• Implement allocation strategies to optimise occupancy and revenue.
• Track room inventory, release periods, and terms and conditions for allocations and tour series
• Ensure bookings are linked correctly to allocations when required.
• Provide periodic updates to our top operators on the materialisation of their allocations.
• Maintain top-notch communication with current and new agents.
• Offer alternatives to trade partners when inventory or rate-related issues impact their buying decision
• Ensure timely processing of sales updates and amendments of tour series and allocations
• Reconfirm booked dates during the draw-down process to ensure accuracy
• Encourage upselling, cross-selling, circuit bookings, and alternative options to maximise revenue.
• Create, maintain, and update accurate records within the CRS (Central Reservation System).
• Ensure all bookings, rates, and market codes are up to date.
• Collaborate regularly with the direct supervisor and Director of sales to maintain high sales conversion rates and trade partner service standards.
• Communicate effectively with other departments to streamline operations.
• Monitor, escalate, and resolve overbookings in a timely manner (at least 90 days before arrival).
• Ensure waitlist bookings are confirmed as soon as space becomes available.
• Maintain an established filing system for all correspondence and compile reports as required by the Head of Reservations and Revenue.
• Attend weekly and monthly department meetings and prepare accordingly.
• Stay informed about product knowledge, rate structures, and trade partner statistics
• Schedule regular trade partner trainings on tour series and allocations
• Ensure that all policies and procedures are understood and adhered to by the team.

• Proficiency in English; additional languages are a plus.
• Strong attention to detail, organizational, and planning skills.
• Excellent communication and interpersonal skills.
• Confidence in using reservation systems (ResRequest experience is an advantage).
• Ability to handle pressure and meet deadlines.
• Sales-minded with a customer-focused approach.

• Bachelor’s degree in Hospitality, Tourism, Business, or a related field.
• Previous experience in a similar role is desired