Reservations Support
The Barn, Bergvliet, Cape Town
Location: Dreyersdal Farm, Bergvliet, Cape Town
Reports to: Owner & Operations Manager
Employment Type: Full-time
ABOUT PERFECT HIDEAWAYS
Perfect Hideaways curates an exclusive portfolio of extraordinary private homes. Each hideaway is selected for its distinctive character, architectural integrity and evocative location. Our storytelling-led approach extends across every touchpoint, including our email newsletters, which play a vital role in sharing our homes and seasonal collections with a like-minded audience. We have launched the Perfect Hideaways Lifestyle online shop, extending the opportunity to curate your own beautiful interiors and homes.
THE OPPORTUNITY
The Reservations Support role provides vital administrative and operational assistance to the Reservations Team, ensuring a seamless booking experience for clients and property partners. This position supports the Travel Reservation Consultant by managing booking logistics, maintaining accurate records, nurturing client and supplier relationships, and handling pre- and post-arrival communication with care and efficiency.
KEY RESPONSIBILITIES
General:
• Support the Travel Reservation Consultant, working closely to achieve goals.
• Build up and maintain agent / supplier relationships.
• Build and nurture excellent relationships with clients, owners, suppliers. Demonstrate good verbal and written communication skills.
• Demonstrate a genuine interest in providing excellent customer care, both on the phone and on WhatsApp and email.
Support :
• Assist the Reservations Team to ensure smooth running of the division.
• Create accurate itineraries for clients under guidance of the Reservation Consultant.
Once the Reservation Consultant has completed a booking - complete all admin related duties (update booking status on all calendars, send confirmation to guest and owner).
Handle all Pre/Post Res questions
Reservations Support
The Barn, Bergvliet, Cape Town
• Reservation Consultant’s bookings (ensure payment to the lodge/ house owner if required on confirmation of booking, pre check-in questions from guests, follow up one week before arrival to ensure booking is all in order with property and ensure guest has directions. Post res handle minor damages and assist clients when they have left something at a hideaway) If client pays by EFT, ensure banking details are received for the damage deposit refund.
• Regularly pass on customer feedback to the Reservations team. Assist the Reservation Consultant with calendar availability.
• Answer the phone as per operational need. Take down full client details and enquiry details, email these to the appropriate Reservation Consultant.
• Be proactive in finding ways to support the Reservation Team, and in particular, your assigned Reservation Consultant. Seek out systems, create templates, develop ways to ensure accuracy and swift woflow.
Additional responsibilities:
• Stay current on events and changes of suppliers / products
• Be willing to assist with other operational needs outside the scope of the support role as needed
WHAT WE’RE LOOKING FOR
At least two years of experience in an administrative, customer service, or travel support role
• Proven ability to manage booking-related administration, such as updating calendars, preparing itineraries, and maintaining accurate records
• Experience using booking or reservations systems and proficiency in tools like Google Calendar, Excel, or similar platforms
• Comfortable handling email, phone, and WhatsApp communication with clients and suppliers
NICE-TO-HAVE
Exposure to or understanding of travel, tourism, or hospitality industry processes is advantageous
• Experience in supporting a sales or customer-facing team, with a focus on accuracy and timeliness
• Ability to work with templates, systems, and checklists to ensure smooth workflow and quality control
Ready to help craft extraordinary travel experiences? Please send your CV along with a short letter of motivation to: lisa@perfecthideaways.co.za