About My Client

My client is an established and respected organisation operating within the travel, sports and events industry. The company specialises in coordinating complex domestic and international travel arrangements, sporting tours, group movements, incentives and large-scale events.

They are seeking an experienced travel professional with strong sports operations knowledge to oversee rugby-related travel programmes and events. The successful candidate will be responsible for delivering an exceptional client experience while maintaining accurate costings, meeting deadlines, protecting profitability and ensuring the smooth coordination of every project.

Position Overview

The Senior Rugby Travel Specialist will manage the end-to-end delivery of rugby travel groups, tours and sporting events. This includes itinerary planning, product sourcing, flight arrangements, accommodation, logistics, documentation, event delivery and post-event reconciliation.

The role requires a commercially aware and highly organised individual who can manage several complex projects simultaneously, guide operational teams and develop strong relationships with clients, suppliers and internal stakeholders.

The successful candidate will also contribute to product development by identifying suitable travel experiences, negotiating competitive rates and ensuring that all packages remain relevant to the needs of the market.

Key Responsibilities

Client and Stakeholder Management

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  Build and maintain strong, long-term relationships with new and existing clients.
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  Gain a clear understanding of each client’s requirements and translate these into practical travel and event solutions.
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  Provide consistently professional and responsive service throughout the planning and delivery process.
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  Present clients with competitive pricing and appropriate travel products.
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  Follow up on enquiries, proposals and potential business opportunities.
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  Communicate clearly and professionally with clients, suppliers and internal teams.
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  Manage complaints, unexpected changes and service-related challenges promptly and diplomatically.
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  Continually look for opportunities to improve the client experience.

Group Travel and Event Coordination

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  Manage the complete operational delivery of rugby tours, sporting groups and related events.
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  Coordinate domestic, inbound and outbound group travel arrangements.
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  Develop detailed itineraries in line with client requirements and operational timelines.
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  Arrange and manage flights, accommodation, transport, activities and other event-related services.
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  Coordinate large group movements and complex event logistics.
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  Prepare and control vouchers, rooming lists, itineraries and supporting travel documentation.
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  Accompany groups when required and provide on-site operational support.
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  Ensure that all travel arrangements are accurate, confirmed and communicated within the required timeframes.
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  Remain available to work extended hours, weekends and public holidays when required by group or event schedules.

Costing, Product and Commercial Management

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  Prepare accurate quotations, costings, proposals and presentations.
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  Source and contract appropriate travel products and services.
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  Negotiate competitive supplier rates while protecting service quality.
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  Review existing products and introduce fresh, commercially viable travel ideas.
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  Monitor budgets, margins, turnover and overall profitability.
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  Identify opportunities to improve margins without compromising the client experience.
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  Complete accurate financial reconciliations after each group, tour or event.
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  Contribute towards annual sales targets and sustainable business growth.

Operational Leadership

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  Develop practical operational plans for assigned tours, groups and events.
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  Identify priorities, risks and critical deadlines for each project.
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  Coordinate internal resources to ensure that agreed deliverables are achieved.
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  Provide guidance and support to operational team members.
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  Encourage accountability, professionalism and consistently high service standards.
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  Monitor performance against agreed operational and commercial targets.
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  Work closely with senior management, sales and other internal departments.
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  Assist with the implementation of improved systems, processes and procedures.
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  Provide regular operational and performance reports to management.

Systems and Administration

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  Maintain complete and accurate electronic records for all groups and events.
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  Use booking, customer relationship management and operational systems effectively.
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  Ensure that all correspondence, proposals, costings and supporting documents are accurate and professionally presented.
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  Manage bookings and group files in accordance with company procedures.
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  Maintain strong administrative control from the initial enquiry through to final reconciliation.

Requirements

Minimum Requirements

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  Matric or Grade 12.
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  A minimum of 15 years’ experience within the travel industry.
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  Proven understanding of sports travel operations.
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  Extensive experience managing large sporting groups, tours or events.
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  Experience coordinating domestic and international group travel, incentives and events.
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  Previous experience travelling with groups on domestic, inbound or outbound programmes.
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  Experience managing complex flight routings and ticketing.
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  Strong working knowledge of Amadeus.
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  Strong Microsoft Office skills.
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  Excellent destination, travel product and supplier knowledge.
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  Experience preparing detailed quotations, costings, proposals and reconciliations.
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  Experience using Tourplan would be highly advantageous.
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  Exposure to Zoho or a similar CRM platform would be beneficial.
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  Willingness and ability to travel and work outside standard office hours when operationally required.

Key Competencies

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  Excellent planning, organisation and project management skills.
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  Strong commercial awareness and an understanding of margins and profitability.
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  Exceptional attention to detail.
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  Confident negotiation and supplier liaison abilities.
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  Professional written and verbal communication skills.
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  Sound judgement and decision-making ability.
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  Strong problem-solving and conflict-resolution skills.
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  Ability to remain calm and solutions-focused in a demanding event environment.
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  Ability to manage multiple groups, events and priorities simultaneously.
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  Mature, tactful and discreet approach when dealing with people.
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  High levels of integrity, honesty and accountability.
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  Confident leadership style with the ability to motivate and guide others.
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  Strong client service orientation and the ability to manage high expectations.

Benefits

Company Benefits

The successful candidate will have access to a range of company benefits, subject to the employer’s applicable policies, scheme rules and eligibility requirements:

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  Medical aid.
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  Provident fund.
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  Death, funeral and disability cover.
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  Employee wellness assistance programme.
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  Fitness and broader wellness initiatives.
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  In-house subsidised coffee shop.
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  Staff discount programme with participating retail partners.
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  Learning and development opportunities.
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  Access to an online learning platform.
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  Bursary programme for eligible staff dependants.
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  Accessible leadership and an open-door culture.
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  Mentorship and career guidance.

Remuneration

A competitive, market-related basic salary will be offered based on the successful candidate’s qualifications and relevant experience. Commission becomes payable once the agreed target has been achieved.

Only candidates who meet the essential requirements will be considered.