Travel Executive

Job Description – Travel Executive - B2B Sales & Tour Operations

Company: Toursup Holidays Pvt. Ltd.

Location: Varanasi, Uttar Pradesh

Department: B2B Sales

Job Type: Full-Time

1. Job Purpose

To connect with travel agents, generate business, prepare customized tour packages with accurate costing, negotiate with hotels and other vendors, achieve monthly sales targets, and coordinate all confirmed bookings until the successful completion of the tour.

The candidate will be responsible for managing the complete B2B sales cycle, from agent communication and inquiry handling to booking confirmation and tour coordination.

2. Key Job Responsibilities

A. Travel Agent Communication & Business Development

• Contact travel agents through company-provided databases using phone calls, WhatsApp, and email.
• Generate new database through online search and generate business with them.
• Develop and maintain strong professional relationships with travel agents.
• Follow up regularly with existing agents and keep them engaged with company products and services.
• Identify new business opportunities and encourage agents to send regular tour inquiries.
• Share tour packages, itineraries, promotional offers, and destination information with agents.
• Maintain proper records of agent communication, follow-ups, inquiries, and business generated.

B. Tour Package Planning & Costing

• - Understand travel agents' requirements and prepare customized tour packages accordingly.
• Calculate package costs accurately based on the number of passengers, travel dates, room requirements, meal plans, destinations, and vehicle categories.
• Collect hotel quotations and negotiate competitive B2B rates with hotels.
• Obtain and compare rates for cabs, tempo travellers, coaches, guides, sightseeing, activities, and other travel services.
• Calculate the total package cost by adding hotel, transportation, meals, guide charges, and other applicable expenses.
• Apply the company's prescribed markup and calculate GST correctly as per applicable tax rules and company policy.
• Prepare competitive and profitable quotations without compromising the company's pricing standards.
• Send quotations, itineraries, inclusions, exclusions, and payment terms to travel agents through email or WhatsApp.
• Follow up on pending quotations and revise costing whenever requirements change.

C. Sales Conversion & Target Achievement

• Convert travel inquiries into confirmed bookings through timely responses and professional follow-ups.
• Achieve assigned monthly sales and revenue targets.
• Maintain a healthy pipeline of new inquiries, pending quotations, and potential bookings.
• Identify opportunities to generate repeat business from existing travel agents.
• Maintain accurate records of confirmed bookings, sales revenue, and business performance.
• Take ownership of assigned inquiries from the initial quotation until booking confirmation.

D. Booking Confirmation & Sales Reporting

• Prepare and maintain sales reports for every confirmed booking.
• Record agent details, passenger information, travel dates, itinerary, package value, vendor costs, markup, GST, and expected profit.
• Ensure all booking details and commercial terms are documented accurately.
• Coordinate with the operations team and relevant vendors to ensure all services are confirmed as per the agreed itinerary.
• Maintain updated records of booking status, payments, pending confirmations, and amendments.
• Submit daily sales updates and monthly performance reports to management.

E. Hotel & Vendor Coordination

• Negotiate hotel rates based on room categories, meal plans, seasonality, group size, and duration of stay.
• Coordinate with transport vendors, guides, activity providers, and other service suppliers.
• Verify rates, availability, cancellation policies, and payment terms before confirming services.
• Maintain updated records of negotiated rates and vendor contact details.
• Ensure that all services are booked within the approved budget and company pricing guidelines.

F. Tour Execution & Operational Coordination

• Coordinate with travel agents, hotels, drivers, guides, and the internal operations team from booking confirmation until tour completion.
• Share accurate pickup details, driver contact numbers, hotel vouchers, itineraries, and service instructions with the relevant parties.
• Confirm hotel bookings, vehicle arrangements, sightseeing plans, and other travel services before the tour starts.
• Remain available to coordinate during the tour and resolve service-related issues promptly.
• Handle itinerary changes, delays, customer requests, and vendor-related problems professionally.
• Maintain regular communication with all concerned parties to ensure smooth tour execution.
• Collect feedback from travel agents after tour completion and address any pending service issues.

G. Documentation & Office Software

• Use MS Excel for package costing, calculations, sales tracking, vendor comparisons, and profitability reports.
• Use MS Word to prepare itineraries, quotations, tour documents, and other business correspondence.
• Use email professionally for quotations, confirmations, vendor negotiations, and official communication.
• Use WhatsApp and phone calls effectively for agent engagement and operational coordination.
• Maintain organized digital records of quotations, bookings, vendor rates, and agent databases.
• Ensure accuracy in calculations, documentation, spelling, formatting, and business communication.

3. Required Skills & Qualifications

• Graduate in any discipline; candidates with Travel & Tourism or Hospitality qualifications will be preferred.
• Previous experience in travel agencies, DMCs, tour operations, or B2B holiday package sales is preferred.
• Good mathematical and numerical skills for package costing and profit calculations.
• Good written and spoken English for professional emails, quotations, and communication.
• Strong working knowledge of MS Excel, MS Word, email, WhatsApp, and internet-based tools.
• Excellent negotiation, follow-up, communication, and relationship-management skills.
• Ability to prepare accurate itineraries and customized tour quotations.
• Ability to manage multiple inquiries and bookings simultaneously.
• Strong ownership, attention to detail, problem-solving ability, and willingness to achieve targets.

4. Key Performance Indicators (KPIs)

Employee performance will be evaluated on the following parameters:

1. Monthly Sales Target: Achievement of assigned monthly sales and revenue targets.

2. Agent Engagement: Regular communication, follow-ups, and activation of travel agents.

3. Inquiry Conversion: Conversion of received inquiries into confirmed bookings.

4. Costing Accuracy: Accurate package calculations, vendor costs, markup, and GST.

5. Response Time: Timely submission of quotations and responses to agent inquiries.

6. Profitability: Achievement of the company's prescribed profit margins.

7. Booking Documentation: Accurate and timely sales reports and booking records.

8. Tour Coordination: Smooth execution of confirmed tours and timely resolution of service issues.

9. Repeat Business: Generation of repeat bookings and development of long-term agent relationships.

5. Expected Work Approach

• Every assigned inquiry must be followed up until it is converted, lost, or closed.
• No quotation should be sent without checking the costing and applicable company markup.
• All confirmed bookings must be entered into the sales report.
• All hotel, transport, and other service confirmations must be properly documented.
• Any operational issue that may affect the guest experience must be communicated to the concerned team and management promptly.
• The employee must take responsibility for both sales performance and the successful coordination of assigned tours.

Reporting To: Sales Manager / Director

Performance Review: Monthly, based on sales targets, profitability, agent engagement, costing accuracy, and tour execution.