Operations & Administrative Assistant - Travel Industry

About the role

A well-established boutique travel agency specialising in high-end, custom African safaris is looking for an experienced, detail-oriented Operations & Administrative Assistant. This is a full-time, permanent position offering flexible core hours (08h00 – 17h00, Monday to Friday) and a hybrid setup (3 days in office, 2 days remote, with the first month in office for onboarding). The role supports consultants and management with operational, sales, bookkeeping and administrative work so that itineraries run smoothly and finances are tracked accurately.

Key responsibilities

• Itinerary and sales administration: prepare client quotes, draft itineraries via Safari Portal, make flight and hotel reservations, and manage client files and pre-departure communications.
• Financial and bookkeeping: prepare supplier payments, audit incoming invoices against quoted rates, manage day-to-day accounts payable, and track financial records in MS Excel while moving to Xero.
• Office coordination: oversee general office admin such as purchasing supplies and liaising with IT and telecom vendors, acting as a central hub to free up consultants' time.
• In-destination support: handle real-time schedule adjustments or client queries and keep client database records accurate and up to date.
• General workflow support: proactively help with other operational tasks to keep the company running smoothly.

Required profile

• Minimum 2 to 3 years of operational or administrative experience in the travel or safari industry (non-negotiable).
• Knowledge of East/Southern Africa rate structures and flight bookings is advantageous.
• Flawless written and verbal English, with confidence communicating with clients, suppliers and internal teams.
• Grounded, warm and proactive team player with strong attention to detail and problem-solving skills.
• Based in Cape Town within commuting distance of the CBD office.

Required skills

• Proficiency in MS Excel (formulas and basic calculations) and MS Word.
• Prior experience with Safari Portal or Xero is advantageous.

What we offer

• Basic salary of R23,000 to R28,000 per month, negotiable depending on experience.
• Flexible core hours (08h00 – 17h00, Monday to Friday) to fit traffic and personal needs.
• Supportive, inclusive and relaxed work environment.