Travel Assistant

Zutari: Co-creating an engineered impact.

Zutari is a well-established management-owned engineering firm with almost 90 years experience. As human-centred engineering consultants and advisors we are trusted by our clients business partners communities and other stakeholders across Africa.

We co-create engineering solutions that have a positive impact and improve peoples lives. Zutari values inclusion and recognises the importance of a diverse talented workforce believing that people need other people to succeed.

What kind of talent do we pursue

We employ people with the right attitude and a positive mindset who are motivated by doing the right thing getting things done and share a sense of urgency. People who have an impact in our teams and broader community. People who think differently and connect with those around them to co-create new opportunities and leave a meaningful legacy.

The Travel Assistant provides efficient accurate and policy-compliant travel coordination services tointernal and/or external clients of Zutari.

The role is responsible for processing travel bookings inaccordance with Zutari travel guidelines and policies ensuring cost-effective solutions managingdocumentation and delivering high-quality customer service.

Operates within defined proceduresapplies sound judgement and contributes to operational effectiveness through attention to detail andproactive client communication.

Role Responsibilities

Travel Booking & Coordination
Process and respond promptly to all travel requests in line with traveller requirements.
Ensure all bookings (flights accommodation transport) are accurate and completed withinprescribed turnaround times.
Apply fare knowledge to source the most cost-effective travel options.
Utilise preferred suppliers in accordance with company agreements.

Client Service & Advisory
Inform travellers upfront of all destination-specific travel requirements (e.g. documentationregulations).
Build confidence with travellers through clear professional communication.
Proactively monitor industry updates (e.g. travel disruptions regulatory changes) and adviseclients accordingly.
Ensure a high level of customer satisfaction through quality and responsiveness.

Documentation & Compliance

Review and verify all travel documents for accuracy completeness and quality.
Process visa requirements where applicable.
Ensure adherence to company policies procedures and travel compliance requirements.
Maintain and update traveller profiles escalating changes where necessary.

Operational Efficiency & Systems Usage
Effectively use travel booking systems and tools to enhance productivity.
Maintain task queues (e.g. to-do list) and clear them at defined intervals throughout the day.
Continuously apply technology to improve turnaround times and service delivery.

Financial & Administrative Support
Collate and verify supplier invoices to be processed.

Ensure financial documentation is complete and aligned with company procedures.

Risk Management & Reporting
Identify and report incidents affecting travellers in a timely manner.
Escalate issues to the line manager and follow guidance for resolution.
Ensure traveller safety and compliance with travel risk protocols.

Qualifications
Matric/National Senior Certificate - Essential

National Diploma in Travel and Tourism or a Certificate in Travel and Tourism Essential

Experience
Minimum 3-5 years of experience in Travel desk management.
Proven experience Global Distribution System Amadeus.
In-depth understanding of airline fare rules corporate travel needs

Skills

• Ms Office Proficiency - Word Excel PowerPoint and Outlook
• Communication skills: Clearly conveys travel requirements updates and solutions to clientsand stakeholders.
• Technical & Systems Proficiency: Competently uses travel systems tools and processes toenhance operational effectiveness. This is inclusive of Global Distribution Systems (GDS) suchas Amadeus Travelport and Sabre.
• Customer Service Orientation: Delivers responsive professional and client-focused serviceensuring positive travel experiences.
• Compliance & Policy Adherence: Understands and applies organisational policies procedures and regulatory requirements consistently.

Competencies

• Attention to Detail - Accurately processes bookings and documentation ensuring high levelsof precision and quality.
• Planning & Organising - Effectively prioritises and manages multiple tasks ensuring timelydelivery and adherence to strict timelines and service standards.
• Financial Acumen - Applies basic financial controls including invoice collation andreconciliation of transactions.
• Problem-Solving & Judgement - Identifies issues applies standard solutions and escalatesappropriately when needed.
• Communication - Communicates clearly and professionally with travellers suppliers andinternal stakeholders.
• Adaptability and Resilience - Remains calm under pressure responds effectively to travelchanges and disruptions and adapts to changing priorities.

We believe that a diverse workforce is key to our business success. We seek the best people for our jobs based on their skills qualifications and experience. We embrace the principle of equal opportunity in employment and we work towards eliminating all forms of unlawful discrimination in our employment support of diversity and the equal opportunity principle preference will be given to individuals from designated groups within South Africa.