Tour Administrator

2 weeks ago

Bangkok, Bangkok, Thailand Asian Trails Ltd. Full time

Key Responsibilities / Job Description

  1. Quotations & Pricing Support

  2. Assist with group (GIT) quotation and confirmations, including checking contract rates and standard inclusions, negotiations ad hoc.

  3. Prepare and process quotations for FIT series enquiries following internal templates and guidelines.
  4. Ensure all quotations are accurate, competitive, and aligned with company pricing instruction.
  5. Maintain and update cost sheets and quotation files as required.

2. Tour Administration – GIT Series

  • Update and maintain series departures, room blocks, and service reservations in the system and outside system.
  • Prepare service orders, rooming lists, and operational files for series groups.
  • Reconfirm hotels, transportation, meals, and guide services according to deadlines.
  • Support coordination with suppliers for group requirements, availability, and changes.

3. Tour Administration – FIT Bookings

  • Support the FIT reservation team by preparing service orders and booking entries.
  • Input, update, and amend FIT bookings in the reservation system with 100% accuracy.
  • Reconfirm services and cross-check all booking details with suppliers.

4. System Data Entry & Record Accuracy

  • Ensure all booking information, prices, services, and passenger details are correctly entered and maintained in the system.
  • Conduct basic checks to ensure the data in the system matches confirmations received from suppliers.
  • Keep digital and physical records organized, updated, and compliant with company standards.

5. Documentation & Vouchers

  • Prepare travel documents including vouchers, final itineraries, and operational service sheets.
  • Ensure that all documents are complete, correct, and delivered within the required deadlines.

6. Operational Support

  • Assist with daily operational tasks, such as last-minute changes, reconfirmations, or cancellations.
  • Coordinate internally with reservations, operations, accounting, and account managers.
  • Support senior operations or customer service officers when needed, including occasional on-ground assistance.

7. Communication & Coordination

  • Communicate with hotels, transportation partners, restaurants, and guides for standard updates and confirmations.
  • Support communication with overseas partners and agents regarding operational details.
  • Maintain professional and timely correspondence, using company templates where applicable.

8. Reporting & Filing

  • Maintain organized filing systems for quotations, bookings, supplier communications, and series documentation.
  • Assist in preparing simple reports such as booking summaries, passenger lists, or occupancy overviews.

9. Support to Supervisor & Team

  • Provide administrative support to the Reservation Supervisor and Regional Manager.
  • Assist with small internal projects and seasonal tasks during operational peak periods.

10. Additional Tasks

  • Perform other duties as assigned by department manager.

Qualifications / Desired experience

  • Bachelor degree/diploma in Tourism, Hospitality, Business Administration, or similar fields.
  • Fresh graduated or candidates with experience are welcome.
  • Good command in English (spoken & written). Italian language is a plus.
  • Good knowledge of Microsoft Office (Excel, Word, Outlook).
  • Prior experience in hospitality, customer service, or administrative roles is an advantage.
  • Strong communication and interpersonal skills.
  • Good organizational abilities and multitasking skills.
  • Accuracy and attention to detail, especially in data entry and documentation.
  • Customer-oriented, positive, proactive, and solution-focused.
  • Team-player with a willingness to learn and improve.
  • Flexible and adaptable in a fast-paced environment.

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