[Hiring] Destination Support Specialist @Ultimate Jet Vacations

Role Description

The Africa Destination Support Specialist ensures the operational accuracy and seamless execution of our Africa itineraries. This role supports Destination Specialists by owning the behind-the-scenes details that bring each itinerary to life, from verifying supplier pricing and maintaining accurate proposals to coordinating bookings and keeping internal systems organized.

By maintaining precision across proposals, bookings, and documentation, this role helps uphold the high standards expected of our luxury travel experiences. The Destination Support Specialist also contributes to maintaining destination knowledge resources and operational systems that support both our internal teams and our clients.

Key Responsibilities

• Itinerary & Proposal Support
  • Support the creation and refinement of client proposals by ensuring pricing accuracy and itinerary clarity.
  • Convert supplier quotations into client-ready proposals.
  • Verify rack rates and contracted supplier rates to ensure accurate pricing.
  • Assist with requotes and itinerary updates within Wetu.
  • Support Destination Specialists with revisions and updates as proposals evolve.
  • Assist Travel Coordinators with quoting additional services or trip enhancements.
• Booking & Operational Coordination
  • Ensure bookings and internal records are properly documented and maintained from confirmation through departure.
  • Search for availability across hotels, services, and flights.
  • Load confirmed bookings into internal reservation systems.
  • Verify that invoices accurately reflect all booked services.
  • Maintain organized documentation for each reservation to support operations and accounting.
• Communication Touchpoints
  • Assist with key communication touchpoints and post-travel follow-up.
  • Draft and support responses to client and travel advisor inquiries, working under the direction of Destination Specialists.
  • Follow up on open requests, supplier confirmations, and additional service inquiries.
  • Draft pre-travel confirmation emails.
  • Participate in 30-day pre-departure calls with travelers when needed.
  • Document post-trip feedback and updates for internal teams.
• Knowledge Base & Destination Information
  • Help maintain the accuracy and usefulness of internal destination resources.
  • Update internal knowledge base materials including tipping guides, spa menus, and activity information.
  • Monitor and update destination entry requirements and travel regulations.
  • Support updates to internal AI data to improve communication accuracy.
• Team Collaboration
  • Serve as a reliable operational partner to the Destination Specialists and broader reservations team.
  • Act as a backup resource for Destination Specialists when needed.
  • Support simpler itinerary requests and operational tasks under the direction of Destination Specialists.
  • Contribute to maintaining the high standards expected of our luxury travel experiences.

Qualifications

• Background in the hospitality or travel industry, with strong familiarity with Africa as a destination for luxury travelers.
• Highly detail-oriented with strong organizational and documentation skills.
• Comfortable working behind the scenes in an operational support role while collaborating closely with sales teams.
• Ability to handle multiple itineraries and operational tasks while maintaining high levels of accuracy.
• Experience working with Destination Management Companies (DMCs) and supplier communications preferred.
• Familiarity with Wetu or similar itinerary-building platforms is a plus.