Bookings & Reservations Coordinator
Own the guest journey from confirmed booking through checkout, keeping every stay clear, calm, and carefully coordinated.
Cape Town Luxury Escapes is hiring a Bookings & Reservations Coordinator to take ownership of the guest journey from the moment a booking is confirmed through to checkout. You will be the quiet force behind every stay, ensuring our sales team stays focused on their clients while each guest arrives to a meticulously prepared experience and is looked after throughout their time with us. This is a role for someone who takes genuine pride in detail, follow-through, and making complex logistics look effortless.
The Essentials
- Location: Hybrid: Cape Town office 3 days per week, 2 days work from home optional.
- Type: Full-time, permanent, with a 3-month probation period.
Key Responsibilities
Booking Execution
- Secure all supplier arrangements once a booking is confirmed, including accommodation, transfers, and private chefs.
- Send complete guest check-in procedures, including breakage deposits, property addresses, host details, and supplier guest information.
- Manage the master booking calendar to prevent double-bookings and conflicts.
- Process date changes, cancellations, and refunds in line with supplier policies.
Guest Communication
- Handle guest correspondence from confirmation through arrival, including check-in details, breakage deposits, and special requests.
- Source quotes for add-on services such as private chefs, car hire, baby equipment, and tours.
- Coordinate arrival logistics with property managers and suppliers.
- Follow up with guests after arrival and remain their point of contact through checkout.
- Ensure supplier invoices are loaded and paid, and customer outstanding payments stay up to date.
Post-Stay & Administration
- Send review and feedback requests within 48 hours of checkout.
- Log guest feedback and flag issues to the Sales Manager.
- Maintain accurate booking system and CRM records.
- Reconcile supplier invoices against bookings.
- Liaise with suppliers on damage quotes and flag any claims to CTLE.
Requirements
- 2+ years in coordination, administration, operations, hospitality, travel, DMC, or events.
- Fluent written and spoken English; a second language is a plus.
- Proven ability to manage multiple concurrent tasks without errors.
- Comfortable with booking platforms, CRMs, email platforms, and chat desks.
- Based in Cape Town.
To Apply: Send your CV to careers@luxuryescapes.capetown with a short cover letter.