Tourplan Administrator (Cape Town)

Location: Cape Town

Department: Operations / Product

Employment Type: Permanent | Full-time

Reporting To: Product / Operations Manager

Job Purpose

An exciting opportunity exists for a highly organised and detail-oriented Tourplan Administrator to join a dynamic travel and tourism environment.

The role is responsible for maintaining accurate and up-to-date product, supplier, contract and rate information within Tourplan, ensuring consultants have access to reliable information when preparing quotations, costings, bookings and payment requests.

The Tourplan Administrator is accountable for ensuring that all products, supplier information and rates are loaded accurately, completely and within agreed timelines.

All information must align with approved supplier contracts and company procedures before being made available for quotations, bookings, costings or payment processing.

The successful candidate will be responsible for the accurate and timely loading of products and rates, including applicable terms, seasons, supplements, taxes, policies and validity periods, while ensuring all information aligns with approved supplier contracts and internal procedures.

Who You Are

The ideal candidate will be a highly organised, analytical and detail-driven individual with a strong understanding of travel products, supplier contracts and Tourplan. They should enjoy working with data and systems, have a methodical approach to their work, and take ownership of ensuring that information is accurate, complete and up to date.

This role would suit someone who is process-driven, numerically strong and naturally meticulous, with the ability to work to deadlines while collaborating effectively across Product, Operations, Finance and Sales.

Product Loading & Maintenance

• Create and maintain accurate supplier and product records within Tourplan.
• Load accommodation, transfers, activities, tours, transport and other travel services.
• Ensure product descriptions, locations, room types, service types and booking information are complete and accurate.
• Capture all relevant inclusions, exclusions and booking conditions.
• Maintain accurate supplier contact details and payment information.
• Update existing products when supplier information or operational requirements change.
• Ensure duplicate supplier or product records are not created.
• Correctly close or deactivate inactive and discontinued products.

Rate Loading & Management

• Accurately load contracted supplier rates within agreed deadlines.
• Capture correct rate validity periods, seasons and travel dates.
• Load net and selling rates according to company procedures.
• Apply the correct mark-ups, commissions, taxes and VAT treatment.
• Capture applicable currencies and exchange-rate requirements.
• Load room rates, meal supplements, transfer charges, activity rates and package prices.
• Capture child rates, age restrictions and child-sharing policies.
• Load single supplements, peak-season supplements and other applicable charges.
• Capture minimum-stay requirements, release periods, blackout dates and stop-sale conditions.
• Ensure special offers and discounted rates are loaded with the correct terms and booking deadlines.
• Identify overlapping, missing or duplicated rate periods.
• Ensure expired rates are closed and replaced with current contracted rates.

Contract & Supplier Administration

• Review supplier contracts and agreements before loading products and rates.
• Ensure all contracted information is clear, complete and accurately reflected in Tourplan.
• Follow up with Product Managers or suppliers where information is missing or unclear.
• Save signed contracts and supporting documentation in the appropriate OneDrive folders.
• Maintain consistent file naming and document-control procedures.
• Maintain an accurate record of contracts received, loaded, checked and outstanding.
• Ensure confidential supplier and commercial information is handled appropriately.

Quality Control & Accuracy

• Conduct thorough quality checks following the loading of products and rates.
• Test products by completing sample costings and quotations in Tourplan.
• Confirm that rates calculate correctly across different travel dates, room configurations and passenger types.
• Check that taxes, commissions, supplements and mark-ups are correctly applied.
• Cross-reference Tourplan information against signed supplier contracts.
• Identify and correct errors promptly.
• Maintain an appropriate audit trail of changes made.
• Escalate significant rate discrepancies or system issues to management.

Tourplan & System Administration

• Assist consultants with Tourplan product, rate and costing queries.
• Support the correct use of Tourplan processes and internal procedures.
• Investigate incorrect costings, unavailable products and system discrepancies.
• Monitor data quality and identify records requiring correction or updating.
• Ensure services are correctly costed before payment requests are processed.
• Assist with user testing following system or process changes.
• Maintain approved naming conventions and data-entry standards.

Cross-Departmental Support

• Work closely with Product, Operations, Finance and Travel Consultants to ensure accurate product and rate information.
• Assist with resolving costing and rate-related queries.
• Provide accurate information and support to consultants when required.
• Communicate rate changes, supplier updates and discrepancies to the relevant stakeholders.
• Support continuous improvement of product and Tourplan processes.

Qualifications & Experience

• Relevant qualification in Tourism, Travel, Business Administration or a related field.
• Previous experience working with Tourplan is strongly preferred.
• Experience in supplier contracts, product loading, rate loading or travel costings.
• Good working knowledge of Microsoft Excel, Outlook and OneDrive.
• Understanding of invoicing, costings and basic accounting principles.
• Previous experience within a Tour Operator, Destination Management Company (DMC) or travel business would be advantageous.

Key Skills & Competencies

• Exceptional attention to detail and accuracy.
• Strong numerical and analytical ability.
• Ability to interpret and work accurately with supplier contracts and rate sheets.
• Good understanding of travel products and industry terminology.
• Strong organisational and document-control skills.
• Excellent problem-solving and discrepancy-identification skills.
• Ability to manage deadlines and prioritise urgent rate updates.
• Clear and professional written and verbal communication.
• Ability to work independently while collaborating effectively with Product, Operations, Finance and Consulting teams.
• High level of confidentiality and integrity when handling commercial and supplier information.
• Process-driven with a strong focus on data accuracy and quality control.

Performance Measures

Success in the role will be measured against:

• Accuracy and completeness of products and rates loaded into Tourplan.
• Timely completion of rate loading within agreed deadlines.
• Reduction and prevention of loading and costing errors.
• Completeness and accuracy of supplier and contract documentation.
• Correct application of taxes, commissions, currencies and mark-ups.
• Timely identification and correction of discrepancies.
• Quality and responsiveness of support provided to consultants and Finance.
• Compliance with Tourplan, OneDrive and internal data-management procedures.
• Successful completion of rate checks and sample costings.

If you're interested in this position, please apply directly or send your CV to: ***email_hidden***