Travel Operations Specialist (InsideJapan)

The role:

We are recruiting a Travel Operations Specialist for our global Booking Delivery Team in Bristol. This is an exciting opportunity for an administrator with a good knowledge of travel operations and a passion for providing an excellent support service to our clients.

You will be securing services for our client bookings and generating client’s final travel documents, ensuring that the final documentation is prepared accurately and using the most up-to-date information. You’ll play a vital role in making sure that all the services are booked appropriately, and you will generate final travel documents for clients.

Key responsibilities:

The essential cog between our Travel Consultants and our suppliers; this varied role will primarily see you managing a mix of booking queues, reservations and requests, balancing availability and logistics with client needs and preferences, to ensure the smooth delivery of high-quality group tours and tailor-made trips.

You will also be responsible for the generation of our client and tour leader travel documents and will play an integral role in keeping stored client and product details up to date to ensure these automated documents are flawless.

From time to time, you may also be assisting with administrative sales-related tasks such as preparing transport tickets, handling deliveries, or perhaps printing, compiling and sending travel documents to our clients.

Main Tasks and Responsibilities

• Confirm travel arrangements (e.g., accommodation, restaurants, activities, excursions, guides, transportation, etc) using phone, e-mail, e-Fax, and online reservation systems
• Utilise our ‘Master Planner’ to monitor, book, and schedule our Insiders (Tour Leaders) and freelance tour leaders as required for tailor made trips
• Maintain strong, mutually beneficial relationships with our suppliers and external partners to secure the delivery of our trips
• Input relevant and accurate reservation details into Axum to ensure smooth generation of Info Packs for clients and reliable information for Travel Consultants
• Accurately record costs of services in Axum, liaising with the Finance Team so supplier invoice payments and refund transactions can proceed smoothly
• Check final travel documents (Info-Pack) with the tickets and package the deliverables with the accompanying welcome letter for our clients prior to their arrival
• Monitor shared inboxes to assist our Sales teams with queries, issues and requests
• Conduct quality control of Group Tour bookings in Axum, planning tasks, sending reminders, checking client arrangements and altering client documents to ensure all information held is correct and complete

What we are looking for from you:

• Passion for Japan/Asia as a travel destination – With a desire to help others discover the country
• Strong geographical and logistical understanding of Japan and our core destinations
• Familiarity with the processes involved in confirming a wide range of travel arrangements
• Well-developed problem-solving skills – With the ability to use own initiative with confidence
• Independence and organisation – Ability to able to handle a volume of complex tasks simultaneously
• A high level of productivity and accuracy – You’ll need to get a lot done at a high quality, sometimes under tight time pressures
• High quality communication/interpersonal skills in emails, in-person and on the phone
• Proficiency in MS Office (Excel, Word, Power Point, Outlook, Teams and SharePoint)
• Advanced level of English, both written and spoken
• Japanese language skills are a bonus but not essential!

You don’t need to meet every requirement. If you’re motivated, passionate, and think you’d be a great fit, we would love to hear from you. As an equal opportunities employer, we're committed to making our recruitment process inclusive, accessible, and welcoming for everyone. If you require any adjustments or accommodations to support you during the recruitment process, please let us know.

What you get in return:

• Annual discretionary performance (company related) bonus
• 25 days annual leave, rising by one day each year to a maximum of 28 days.
• Day off on your birthday
• Enhanced parental leave
• Employer pension contribution
• Employee Assistance Program
• Volunteering leave
• Designated learning and development time

Why work with us:

At Inside Travel Group, we value Knowledge, Friendliness, Passion, Determination, Quality, and Integrity. We believe in creating a workplace where everyone feels welcome, supported, and inspired to do their best work. We celebrate the different cultures, perspectives, lifestyles, and experiences that shape our team, and we welcome applications from people of all backgrounds and communities.

How to apply:

We will be reviewing and interviewing candidates on a rolling basis, so we encourage you to submit your application as soon as possible. Due to the high volume of applications, we may close the application process if we receive enough qualified candidates. Please note that all applicants must have the legal right to work in the UK. While we do not provide visa sponsorship, applications from candidates on valid, time-limited visas are welcome.

Interviews: On a rolling basis