Jobs @ All Out

OPERATIONS MANAGER

ALL OUT AFRICA ADVENTURE TOURS

To run the day to day operations of All Out Africa Adventure Tours, managing the team, fleet and other resources, as well as planning ahead ensuring tours and operations run smoothly, meeting health and safety standards and the expectations of clients and suppliers.

Duties shall include but will not be limited to:

 

Tour and Reservations operations and Eswatini and Cross Border locations

  • Overseeing tours reservations process,
    • checking in with the travel consultants to ensure that bookings are in place for accommodation, activity and other service providers with deposits and payments being made in a timely manner
    • ensuring correct pricing is used for various scheduled and tailor made tours, and related activities
  • Assisting with costing and planning of simple tailor made tours
    • Compiling and checking itineraries and quotes for simple tailor made tours
    • Setting up standard itineraries for frequently sold tours
  • Liaising with the International Business Development Director regarding operational needs (fleet, guides, drivers, finance, kit) for new upcoming tours
  • Liaising with agents and the team regarding operational details on existing and upcoming tours and events
  • Ensuring that tours are fully prepared before departure
    • Guide and drivers properly briefed about the trip
    • Appropriate debit cards and cash are provided to pay for incidentals and key tour activities (including fuel)
    • Packs have been prepared in advance of the tour departures with feedback forms, booking information and any relevant passenger details
  • Overseeing the financial flows of tours
    • Working with the MD and International Business Development Director on the production and monitoring of an annual Tour company budget, providing analysis on quarterly expenditure and income reports
    • Providing information relating to records of Tours company expenditure
    • Managing a petty cash for supporting Tour operations
    • Checking and authorizing payments related to Tour Operations
    • Monitoring and cross checking tour recons and staff wages incentives making recommendations regarding tour pricing and purchasing
  • Monitoring efficiency management
    • Monitoring costs to establish where savings can be made to improve the profitability of the Tours business
    • Documenting and reviewing business processes, liaising with appropriate members of the team, and suppliers  / agents where necessary
  • Co-ordinating and delivering tour participant orientations & introductions
  • Managing the health and safety of tours operations through
    • Obtaining risk assessments for all activities and accommodation provided directly by All Out Africa (e.g. hikes) or indirectly through partners (e.g. BGP activities, SANParks etc.)
    • Reviewing 6 monthly the All Out Africa Adventure Tours Incidents and Emergencies document, ensuring staff are trained in its content
    • Responding to incidents on tours while in operation, ensuring that any issues raised are addressed in a timely manner and the appropriate action taken, with follow up actions if required
    • Reporting any incidents to partners in a timely manner and All Out Africa Adventure Tours Senior Management, including necessary corrective action to improve Tour operations
  • Monitoring feedback from tours
    • Ensure the regular recording of feedback from all tours, reporting results and taking any necessary follow up action
  • Co-ordinate equipment use & maintenance
    • Liaising with the Fleet Coordinator to ensure all vehicles, trailers and associated paperwork are in place and up to date
    • Overseeing the arrangement of the servicing and maintenance of vehicles and trailers ensuring there is limited impact on tour operations
    • Liaising with the Stock Controller to ensure that all equipment including tents, uniforms and tour related items are maintained, sufficient for tour needs, making plans where additional items are required
  • Management of events
    • Liaising with the MD and key members of the Tours Team on the operational requirements for the successful running of Bushfire Festival and other key events

 

HR and staff training

  • Motivating & supporting tours staff
    • Providing regular feedback through meetings
    • organizing team building events for Tours and the wider All Out Africa team
  • Managing staff levels
    • Monitoring staff work levels on a weekly basis
    • Assessing future business levels and making recommendations regarding driver, guide, support and office staff levels
    • Developing job descriptions to meet the changing needs of the business
    • Recruiting and training new staff
    • Managing a pool of freelance staff to support the needs of our safari, hiking, events and office needs
  • Preparing tours staff pay
    • Preparing wage slips, ensuring bonuses, freelance hours and personal loans are accurate
    • Making recommendations about annual pay increases in line with the Eswatini Gazette and South Africa Gazette for SA staff
  • Monitoring staff performance
    • Work with the MD to implement annual appraisals for full time staff incorporating a 360 degree feedback process
    • Assessing performance against job descriptions for staff, addressing positive and negative feedback and putting into place disciplinary procedures for tours staff where necessary
  • Monitoring attendance including sick leave, extra days worked and annual leave entitlement, taking necessary follow up action as appropriate
  • Recording and monitoring staff training,
    • Developing and maintaining a training system for recording staff attendance, renewal training dates and needs
    • Identifying immediate job related training needs and future development opportunities for each role
    • Arranging appropriate training solutions through reputable partners and individual experts

SKILLS & EXPERIENCE

 

Essential

  • People Management experience
  • Able to work under pressure, with a proven ability to work in a fast paced and dynamic organisation with an ever changing work flow
  • Well organised and process driven
  • Strategic thinking skills and experience
  • HR experience in training needs analysis, performance management and wages
  • Customer Service experience working with a range of international and regional clients
  • Excellent computer literacy especially in excel
  • Competent in dealing with financial matters
  • Fluent speaking and written English skills

Preferred

  • Experience working in the Tourism sector, and regional knowledge of the countries in which we operate (Eswatini, Mozambique, South Africa, Zimbabwe and Botswana)
  • Events Management experience

Package (depends on skills and experience)

Please submit a full CV & cover letter by email to tours@alloutafrica.com by 7 December 2019

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