RESERVATION OFFICER

Job Description :

1. Booking Processing & Coordination 

● Review itineraries and client requirements to ensure requested services align perfectly with expectations.

● Execute bookings for hotels, transportation services (airport transfers, intercity, etc.), and tour/activity operators.

● Ensure every booking detail is recorded correctly, including dates, pax counts, room types, and special requests.

● Handle daily booking volumes by prioritizing tasks based on guest arrival dates.

● Send formal reservation requests to suppliers through established communication channels.

2. Supplier Management & Confirmation Tracking

● Keeping track of floating deposit & refund at supplier.

● Proactively follow up with suppliers to obtain written confirmations within the required timelines.

● Verify availability and booking details proactively, especially during peak seasons.

● Maintain clear, professional, and consistent communication with all suppliers.

3. Data Management & System Updates 

● Update the internal booking system with supplier confirmation numbers, reference details, and final rates.

● Maintain up-to-date booking statuses (e.g., changing from "Requested" to "Confirmed") to provide data visibility for other departments.

● Maintain organized and traceable records of all correspondence to resolve any future data discrepancies.

4. Voucher Issuance & Quality Control 

● Prepare and issue service vouchers once bookings are fully confirmed.

● Ensure all information on the vouchers matches the confirmed booking details and supplier agreements exactly.

● Coordinate with the supervisor or management team for voucher approval where required.

● Deliver vouchers and relevant documentation to the Operations team or Guides on schedule.

5. Cancellation & Risk Monitoring 

● Strictly monitor cancellation deadlines for all bookings to prevent unnecessary penalties or financial exposure.

● Ensure the timely release or modification of bookings as requested by clients or the sales team.

● Minimize cancellation penalties through effective communication and adherence to supplier terms.

● Promptly alert the management team regarding high-risk bookings approaching non-refundable status.

6. Pre-Arrival Verification & Final Checks 

● Reconfirm all bookings with suppliers prior to client arrival to ensure service readiness.

● Verify any last-minute changes or special requests to ensure they have been accommodated.

● Coordinate with the Operations team for final checks, ensuring all field requirements are met.

● Guarantee that all services listed in the itinerary are confirmed and ready for flawless delivery.

Additional: Perform any other duties reasonably assigned by supervisors or management, consistent with the employee’s role and responsibilities.

Job Requirements :

1. Strong skills in reservations and efficient management of booking processes.
2. Excellent communication skills and the ability to effectively convey information to customers and team members.
3. Proficiency in customer service, a focus on ensuring customer satisfaction, and proficiency in managing international clients.
4. Detail-oriented with excellent organizational and problem-solving skills.
5. Ability to work in a fast-paced environment and meet deadlines.
6. Previous hospitality or travel industry experience is highly beneficial.
7. Proficiency in relevant reservation systems and software, such as jambix is a plus.
8. Willing to execute accessibility surveys of accommodations and Bali destinations.Knowledgeable in domestic ticketing & domestic tour.