Travel Consultant

About the company:

Magic Travels DMC is an award-winning luxury destination management company, with an outstanding history and culture, who have been offering tailor-made holidays, private tours, journeys of discovery, arrangements for conference and incentive groups, and group adventures for discerning travellers since 1985.

Position Summary:

• We are looking for a highly organized and detail-oriented individual to manage the daily reconfirmation and quality control process for one of our key luxury tour operator clients. This role is essential to ensuring itinerary accuracy, minimizing errors, and maintaining excellent service delivery.

Main Responsibilities:

• Daily review of travel files requiring reconfirmation via our internal tool, Maxis ( Our operation system )
• For each file:

• Cross-check itineraries and additional services (tickets, activities, etc.) in Maxis.
• Compare the information with the final reconfirmation document received from our client, ensuring consistency in services, dates, and key details.

• In case of discrepancies:

• If the discrepancy is justified, liaise directly with the sales manager responsible for the file, who must provide proof that the client has been properly informed.
• If the discrepancy is not justified, the sales manager must contact the client and return with a clear explanation as soon as possible.

• Once everything is aligned:

• Update and finalize the itinerary in Maxis, adding all necessary details that are often missing from the sales handover (e.g. transfer info, guide specifics, ticket inclusions).
• Ensure all pick-up times and meeting points are accurately and clearly detailed.

• Upon internal validation:

• Forward the file to the colleague in charge of supplier reconfirmation.
• During high season, assist in contacting suppliers directly and reconfirming services.
• Share responsibilities for emailing reconfirmation requests to all relevant suppliers.
• Follow up to ensure all confirmations are received in due time, escalating by phone when needed.
• Only when all services are confirmed, provide the go-ahead to the sales team to send the final reconfirmation to the client.

Tools and Collaboration:

• Use and update a Trello board ( Our Internal Tracking tool ) daily to track the progress of each file:
• Files reviewed in Maxis ( Our Operations System )
• Supplier confirmations in progress
• Pending responses
• Files finalized and sent to the client
• Record each update from suppliers on Trello to maintain clear visibility and prevent information loss.

Key Skills:

• Excellent organization and attention to detail
• Strong communication skills
• Proactive and reliable, able to follow through until tasks are fully completed
• Fluent in English (French is a plus)
• Familiarity with travel planning tools or booking platforms is an advantage