Operations Coordinator – Safari Tour Operator
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About the role
Location: Hoedspruit or Remote, South Africa
Salary: R38,000+ per month, depending on experience and industry reputation
Industry: Safari / Luxury Travel / Tour Operator
Working Arrangement: Remote considered, with regular Hoedspruit visits
The Opportunity
An established and growing specialist safari and luxury travel company is looking for an experienced Operations Coordinator to join its team and take ownership of the operational delivery of confirmed safari bookings.
This is a specialist tour operator operations role, rather than a lodge-based position.
The successful candidate will be responsible for taking a confirmed booking from the sales/consultant handover stage through to the guest's departure, ensuring that every component of a safari itinerary is correctly booked, reconfirmed, documented and communicated.
You will be coordinating multiple moving parts across Southern Africa and working with a network of lodges, camps, hotels, airlines, transfer companies, guides, activity providers, ground handlers and other travel suppliers.
This role will suit someone who already understands how a safari or luxury FIT booking works behind the scenes and is comfortable dealing with the detail and complexity that comes with multi-property, multi-destination itineraries.
The ideal candidate will be someone who naturally thinks ahead, spots problems before they happen, follows up relentlessly and takes personal ownership of ensuring that the booking is operationally sound.
What You'll Be Responsible For
Booking Handover & Operational Ownership
Take full operational ownership of confirmed safari bookings following handover from the sales/consultant team.
Review every booking carefully to ensure the information received from the consultant is complete, accurate and operationally workable.
Identify missing information, discrepancies, incorrect dates, timing issues, gaps in arrangements or potential logistical problems at the point of handover.
Ensure the complete itinerary is understood before moving the booking into operational execution.
Maintain clear and accurate booking records throughout the life of each booking.
Ensure all operational deadlines and booking milestones are diarised and actively managed.
Safari & Itinerary Coordination
Coordinate complex FIT and bespoke safari itineraries, often involving multiple lodges, camps, destinations and suppliers.
Manage the operational details of accommodation, flights, road transfers, private transfers, activities, game drives, guides and other itinerary components.
Check that flights, transfers, check-in/check-out times and activities work together logically.
Pay particular attention to realistic travel times and connections between properties and destinations.
Coordinate logistics between safari lodges, camps, hotels, airports, transfer operators, guides and other suppliers.
Ensure that the complete guest journey has been considered rather than simply confirming individual itinerary components.
Identify potential operational pinch points before travel and put solutions in place.
Supplier Management & Reconfirmations
Liaise directly with safari lodges, camps, hotels, airlines, transfer companies, guides, activity providers and other suppliers.
Request and manage booking confirmations.
Reconfirm arrangements and guest details as required before travel.
Follow up on outstanding confirmations and supplier responses.
Ensure suppliers have the correct arrival and departure information.
Communicate rooming requirements, dietary requirements, special occasions, activities and other guest preferences accurately.
Manage amendments, cancellations, special requests and changes to existing bookings.
Build strong working relationships with key suppliers and maintain professional communication at all times.
Escalate supplier issues where necessary and work proactively towards solutions.
Guest Information & Pre-Travel Preparation
Collect and maintain all required guest information for operational purposes.
Check passport information, nationality, dietary requirements, rooming, special occasions, mobility considerations and other relevant guest requirements.
Ensure guest information is accurately reflected across the booking and shared with the appropriate suppliers.
Identify any missing or inconsistent guest information well ahead of travel.
Prepare and send relevant pre-travel information and documentation.
Ensure guests have the information they need for transfers, flights, lodge stays and other elements of their journey.
Communicate directly with guests where required, particularly around operational arrangements, changes or additional information.
Flights, Transfers & Ground Logistics
Coordinate domestic and regional flights where applicable.
Check flight schedules, connections, baggage requirements and timings against the wider itinerary.
Coordinate airport collections, road transfers, private transfers and other ground arrangements.
Ensure transfer companies and drivers have the correct guest names, dates, flight details and collection information.
Check that transfer timings are realistic in relation to flights, lodge check-in/check-out and activities.
Manage changes to flights, transfers and ground arrangements and communicate these quickly to all relevant parties.
Anticipate potential delays, missed connections or logistical challenges and assist with contingency planning.
Itinerary & Documentation Accuracy
Review guest itineraries and booking documentation carefully before they are issued.
Ensure names, dates, properties, room types, meal plans, transfers, activities, flights and other details are correct.
Cross-check information between supplier confirmations, internal systems and guest-facing documentation.
Ensure all special requests and inclusions are correctly captured.
Maintain accurate operational trackers and booking documentation.
Keep digital files and booking information structured and accessible to the wider team.
Changes & In-Travel Support
Assist with operational changes, cancellations, delays and last-minute itinerary amendments.
Act quickly and calmly when unexpected situations arise.
Liaise with suppliers, consultants and guests to find practical solutions.
Keep relevant parties informed when arrangements change.
Assist with resolving operational issues while guests are travelling where required.
Ensure changes are accurately reflected across all relevant systems and documentation.
Understand that safari operations can involve unexpected changes and be comfortable working under pressure when necessary.
Internal Coordination
Work closely with the sales/consultant team to ensure a strong transition from sales to operations.
Maintain clear communication between consultants, suppliers and guests.
Ensure consultants are kept informed of important operational developments.
Flag risks, discrepancies or potential guest-impacting issues early.
Provide the wider team with confidence that confirmed bookings are under control.
Contribute ideas for improving operational processes, systems and workflows.
Systems & Technology
The company operates in a digitally driven environment and the successful candidate should be comfortable working across multiple platforms.
You will be expected to use systems such as:
Tourplan
Safari Portal
Google Workspace / Google Drive
Slack
Asana
Internal booking systems, trackers and shared documentation
Previous experience with Tourplan and Safari Portal would be highly advantageous.
You should also be comfortable learning new systems and using AI and automation tools where they can improve operational efficiency, accuracy and organisation.
What We're Looking For
Essential Experience
Strong previous experience within a tour operator, DMC or safari travel operations environment.
Proven experience managing FIT, bespoke or tailor-made travel bookings.
Experience coordinating multi-destination itineraries with multiple suppliers.
Strong understanding of the operational relationship between accommodation, flights, transfers, activities and guides.
Experience dealing directly with travel suppliers and managing confirmations and reconfirmations.
Experience working with international travellers and high-end or discerning guests.
Strong understanding of the importance of timing, accuracy and attention to detail within safari operations.
Excellent written and verbal English.
Strong computer literacy and confidence working across multiple digital systems.
Highly Advantageous
Previous experience specifically within Southern African safari operations.
Experience working with safari lodges and camps across South Africa, Botswana, Zimbabwe, Zambia, Namibia, Mozambique or other Southern African destinations.
Experience working with luxury or high-end FIT travel.
Previous experience with Tourplan.
Previous experience with Safari Portal.
Experience working within a DMC or specialist safari tour operator.
Existing knowledge of safari suppliers, transfer operators and regional travel logistics.
The Person
This role requires more than someone who is simply organised. You need to understand why the details matter. A successful Operations Coordinator in this environment will naturally ask:
Does the flight actually connect with the transfer?
Has the lodge received the correct guest information?
Is there enough time between these two itinerary components?
Has the special occasion been communicated to the property?
Has the transfer been reconfirmed?
Does the rooming information match across all systems?
What happens if the flight is delayed?
Is there anything the consultant has missed that could become a problem later?
You should be someone who enjoys working this way — checking, cross-checking, following up and thinking ahead.
You will need to be calm under pressure, highly accountable and comfortable making things happen rather than waiting for someone else to identify a problem.
We are looking for someone who takes ownership of their bookings and genuinely cares about the quality of the guest journey.
Key Personal Attributes
Extremely detail-oriented.
Highly organised and structured.
Naturally proactive.
Strong follow-through.
Excellent communicator.
Calm under pressure.
Solutions-focused.
Comfortable working independently.
Confident dealing with suppliers.
Comfortable communicating with international guests.
Able to prioritise when several bookings require attention at the same time.
Strong sense of responsibility and ownership.
Curious and willing to improve existing processes.
Discreet and professional when handling guest information.
Comfortable working within a remote and digitally connected team.
Location & Remote Working
The preferred location for this position is Hoedspruit, given the company's operational base. However, remote working is genuinely available for the right candidate. The company already has team members working remotely and is open to appointing an experienced operations professional based elsewhere in South Africa. For a remote candidate, there will be a requirement to spend one working week in Hoedspruit every eight weeks, approximately six visits per year. Travel and accommodation for these visits will be covered by the company.
*Candidates currently based elsewhere in South Africa who are willing to relocate to Hoedspruit are also welcome to apply.
Salary
R38,000+ per month, depending on experience, reputation and relevant industry track record.
Candidates with particularly strong safari/tour operator experience may be considered at a higher level depending on their background and value to the business.
What Success Looks Like
Within this role, success means:
Confirmed bookings move smoothly from sales into operations.
Every booking is thoroughly checked and operationally sound.
Supplier confirmations and reconfirmations are completed on time.
Guest information is accurate and communicated to the right suppliers.
Flights, transfers, accommodation and activities work together seamlessly.
Potential issues are identified before they become guest problems.
Consultants have confidence that their bookings are being managed properly.
Guests receive clear, professional and reassuring communication.
Supplier relationships are strong and well managed.
Operational deadlines are consistently met.
Booking systems and documentation remain accurate and organised.
Last-minute changes are handled calmly and efficiently.
The Operations Coordinator becomes a trusted point of reference within the business.
Processes and systems are continually improved as the company grows.
To apply for this role email your CV to info@opusrecruiter.com or leandra@opusrecruiter.com.
If you do not receive a response within 2 weeks, consider your application unsuccessful.
Requirements
Strong previous experience within a tour operator, DMC or safari travel operations environment.
Proven experience managing FIT, bespoke or tailor-made travel bookings.
Experience coordinating multi-destination itineraries with multiple suppliers.
Strong understanding of the operational relationship between accommodation, flights, transfers, activities and guides.
Experience dealing directly with travel suppliers and managing confirmations and reconfirmations.
Experience working with international travellers and high-end or discerning guests.
Strong understanding of the importance of timing, accuracy and attention to detail within safari operations.
Excellent written and verbal English.
Strong computer literacy and confidence working across multiple digital systems.