Vacancy: Reservations Administrator

2 weeks ago

Nairobi, Nairobi Area, Kenya Sopa Lodges Full time 1,200,000 - 2,400,000 per year

VACANCY ANNOUNCEMENT

We are seeking a qualified candidate for the following vacant position:

Reservations Administrator

The Sopa Work Ethic

●

We appreciate the needs and basic expectations of our guests to ensure satisfaction.

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We have pride in the work we do, how we present ourselves, and how we communicate with our guests and our colleagues.

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We act with honesty and integrity, which
means doing the right things, at all times, even if no one is watching.

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We use our initiative and creativity to always find the best way to solve a problem for a guest of a colleague.

●

We work as a team with colleagues across all departments to deliver the highest level of service at all times.

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We are passionate and show dedication and commitment and are always willing to go the extra mile.

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Every day, we do our best to make our guests feel special.

●

We are proud to represent our hotel group and our country to guests from all over the world.

Job Purpose

To ensure effective management of reservations processes, with a focus on accuracy, timely communication, system efficiency, and maximizing confirmed bookings from provisional and waitlist status.

Key Responsibilities

Reservations Management

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Manage waitlisted and provisional bookings to maximize conversions to confirmed status.

●

Ensure accurate data entry in the reservations system (ResRequest), including guest details and source codes.

●

Review and verify all bookings daily for accuracy.

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Release expired provisional bookings after proper follow-up.

●

Respond to direct booking inquiries via the official mailbox.

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Relieve the Reservations Consultant during leave periods.

System and Reporting

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Maintain the overbooking tracker and update daily.

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Ensure the Arrival Discrepancy Report is updated by lodges and discrepancies are resolved within 24 hours.

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Reconcile invoices for payment.

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Correct agent and debtor mismatches in the system.

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Keep the system updated with all guest requirements and booking information.

Revenue and Payments

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Support maximum occupancy and revenue through effective booking conversions.

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Ensure deposits and full payments are received according to the agreed terms.

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Provide missing vouchers within 24 hours if requested.

Teamwork and Communication

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Maintain open communication with the team and report any issues or improvements.

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Ensure clear handovers during team absences to prevent workflow disruptions.

Client and Trade Partner Relations

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Maintain professional and supportive communication with clients and trade partners.

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Ensure prompt, clear, and courteous service to build strong relationships.

Qualifications and Skills Required

●

Bachelor`s degree

in Hospitality, Tourism,

Finance, Business

or a related field.

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Previous experience in a similar reservations or administrative role.

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Proficiency in English; additional languages are a plus.

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Strong attention to detail, organizational, and planning skills.

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Excellent communication and interpersonal skills.

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Strong analytical skills.

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Confidence

in using reservation systems (ResRequest experience is an advantage).

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Ability to handle pressure and meet deadlines.

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Sales-minded with a customer-focused approach.

Reporting to: The Head of Reservations & Revenue

Should you wish to apply for the positions listed above, then kindly submit a written application, including all relevant information, email to the Human Resource Team at

Only applications exhibiting the necessary qualifications and relevant experience will be considered. Kindly submit applications by
September 19, 2025

. All applications will be taken in confidence.

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