Hotel Department Administrator

JOB TITLE: Hotel Department Administrator

DEPARTMENT: Hotels

REPORTS TO: Optimisation and L&D Manager

Business Context:

With offices across the continent and affiliates around the globe, VOSAIO brings a world of European travel solutions.

We re the foremost specialists in the B2B travel sector and our unparalleled experience and market-leading service have driven significant sales growth in recent years. Allied to our buying power, our corporate expertise has enabled us to partner with the very best local suppliers at destinations throughout Europe.

The Role:

The Hotel Department Administrator provides administrative support to the Hotel Purchasing Specialist team and management, assisting with the coordination of hotel bookings and supplier communications. The role involves managing confirmations, amendments, deadlines, and documentation, while ensuring accurate records and effective day-to-day support of the hotel department function. We are ideally seeking a UK-based candidate who can commute to our Hammersmith headquarters (with a hybrid working arrangement available following probation), and who demonstrates strong attention to detail, a willingness to learn, and a collaborative, team-focused approach.

Key Responsibilities:

• Monitor and follow up on outstanding supplier responses in a timely manner, including deadline extensions, booking confirmations and cancellations, rooming list amendments, special requests, and proforma invoices.
• Liaise with suppliers via email and telephone in line with sales requirements.
• Screen, process, and accurately archive all supplier responses and documentation.
• Request and follow up on information relating to visa letters, as required.
• Monitor outstanding pre-payments and deposits, and liaise with both the Sales team and suppliers to ensure timely resolution.
• Confirm bookings, ensuring all terms and conditions are agreed prior to finalisation.
• Produce daily reports on expiring option deadlines.
• Assist with the creation and setup of new products.
• Undertake ad hoc administrative duties to support the wider team.

Person Profile:

• Fluency in English, both written and spoken, is essential.
• Demonstrated ability to collaborate effectively in a team-based environment.
• Strong organisational and time management skills.
• Excellent attention to detail.
• Additional European language skills are essential.

What you can expect:

• A competitive salary, commensurate with experience.
• A friendly, supportive team and a positive working environment.
• A modern London office designed to support collaboration and productivity.
• Hybrid working arrangements available following successful completion of a 3-month probation period.
• Comprehensive training and ongoing support to help you succeed in the role.