Reservations Officer (Japan)

About this role

Position Overview

The Reservation Officers are responsible for developing relationships and negotiating with suppliers to ensure the company receives the best available rates and to ensure the company has best conditions in the market. Additionally, the Reservation Officer is responsible to ensure accurate and efficient confirmation of bookings through suppliers. This position is also responsible for setting the booking procedures and ensuring all information is recorded into the company internal system.

Benefits

● Hybrid working style (Up to 3 days WFH per week)

● Flexible working hours (Core time 10:00 A.M to 4:00 PM)

● WFH Allowance (Based on company regulation)

● Company holidays (9 in 2025) in addition to national public holidays

● AIG medical insurance, transportation, retirement fund

● Monthly company events, company travel and more

● Female-friendly environment

● Strong career path

● An office consist over 36 different cultures

Responsibilities:

● Book reservations and send out confirmation notices for special requests such as FOC, discount and others benefits/added values

● Organize training in cooperation with suppliers to elevate reservation officers’ knowledge

● To determine the best suppliers for the operations of each trip, including the allocation of rooms

　○ To ensure accurate reservation information is sent to suppliers

　○ All services booked and confirmed as per assigned workload and ad-hoc booking requests in compliance with relevant booking procedures.

　○ Minimize error rate in bookings

● To input all data accurately into Internal system in a timely manner

　○ Setting and completion of booking procedures

　○ No missed booking entries and accuracy of entered data

　○ Entries for each booking to be complete by month end for invoicing

　○ All entries to be updated and checked on a weekly basis

● Check carefully that the entire program has been confirmed, make all the reserved services match with the program including transportation, guides, restaurants, ticketing and other tour-related services

● Pre-check services to make sure all services are reserved before client's arrival

● Inform quickly the Department Manager in case of problems, allowing a suitable solution

● Advise or solve problems in case there are difficulties with one of the files

● Be in contact with the Product department and product team for things related to contracting, rates update

● Ensure the assignments’ deadlines are met & information updated frequently

● Guide/ coach the reservation staff and train them on Reservations process and procedures

● Need good communication with Inbound team

Qualifications

● Bachelor’s Degree in Hospitality, Tourism, Business is preferred

● 3 years’ experience as a similar role is preferred

● International experience is preferred

● Experience in the tourism field

● Excellent experience in contracting with hotels & suppliers

● Experience working with / for a DMC/Hotel and have great contacts within the industry.

● Business level English & Japanese with good command in writing and spoken

● Ability to build strong relationships with key accounts

Skills

● Excellent communication and negotiation skills.

● Self-motivated and ability to manage multiple tasks.

● Strong service mindset, team player, detail oriented with ability to work autonomously.

● Leadership and ability to motivate and train staff.

● Strong computer skills (G Suite, Tour plan, Excel)

● Be commercially focused.

● Strong leadership and facilitation skills.

Note: This job description is not intended to be all inclusive. Incumbents may perform other duties as negotiated to meet the ongoing needs of the organization.