Travel Assistant

Description 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 people's 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 to internal and/or external clients of Zutari.

The role is responsible for processing travel bookings in accordance with Zutari travel guidelines and policies, ensuring cost-effective solutions, managing documentation, and delivering high-quality customer service.

Operates within defined procedures, applies sound judgement and contributes to operational effectiveness through attention to detail and proactive 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 within prescribed 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., documentation, regulations).
• Build confidence with travellers through clear, professional communication.
• Proactively monitor industry updates (e.g., travel disruptions, regulatory changes) and advise clients 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 clients and stakeholders.
• Technical & Systems Proficiency: Competently uses travel systems, tools, and processes to enhance operational effectiveness. This is inclusive of Global Distribution Systems (GDS) such as Amadeus, Travelport and Sabre.
• Customer Service Orientation: Delivers responsive, professional, and client-focused service, ensuring 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 levels of precision and quality.
• Planning & Organising - Effectively prioritises and manages multiple tasks, ensuring timely delivery and adherence to strict timelines and service standards.
• Financial Acumen - Applies basic financial controls, including invoice collation and reconciliation of transactions.
• Problem-Solving & Judgement - Identifies issues, applies standard solutions, and escalates appropriately when needed.
• Communication - Communicates clearly and professionally with travellers, suppliers, and internal stakeholders.
• Adaptability and Resilience - Remains calm under pressure, responds effectively to travel changes 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 practices. In support of diversity and the equal opportunity principle, preference will be given to individuals from designated groups within South Africa.