Sales Support Specialist

Our Vision and Our Company Etiquette

Our vision is to be the world’s most thoughtful villa company. To achieve our vision, we are thoughtful, we work with integrity, and we take a principled, considerate, proactive, and passionate approach to what we do.
Every day.

Job Location:                         London, UK

Job Type:                               Full-Time

Contract:                                5-month Fixed Term Contract

Job Purpose:                         As a Sales Support Specialist, you will play a vital role in supporting the Sales team to deliver a seamless and exceptional client experience from initial enquiry through to departure. You will be responsible for managing key administrative processes across the booking journey, ensuring all client interactions, documentation, and operational requirements are handled with accuracy, efficiency, and care. Through your strong attention to detail, organisation, and proactive approach, you will help ensure our clients’ expectations are consistently met and exceeded at every touchpoint with The Thinking Traveller.

Reports To:                           Commercial Director 

Working Partnerships:        Villa Specialists, Business Development Manager, Sales Operations Specialists; Local Concierges; Properties Team; Owners; Finance Team; Marketing; Travel Agents

JOB ACCOUNTABILITIES

SALES & CLIENT SUPPORT

Delivering professional, responsive handling of inbound client communications across phone and live chat channels, ensuring a consistently high standard of service

Supporting the management of high-volume, early-stage enquiries by accurately capturing client requirements and ensuring timely follow-up to aid pipeline progression

Assisting the Sales team in delivering a seamless new client journey, ensuring all administrative touchpoints are executed efficiently and to a high standard

Providing day-to-day administrative support to Villa Specialists, enabling them to focus on client engagement and conversion

BOOKING & PRE-DEPARTURE ADMINISTRATION

Managing and completing all pre-departure administrative requirements, including internal checklists and booking quality controls, to ensure every trip is fully prepared

Coordinating and verifying all travel documentation, including flights, arrival details, and passport information, ensuring accuracy and completeness in line with company processes

Maintaining and updating CRM systems with all relevant client, booking, and travel information, ensuring data integrity at all times

Proactively identifying and resolving any missing or incomplete booking details by liaising with clients and internal teams

FINANCIAL ADMINISTRATION

Proactively managing outstanding client balances, including monitoring due dates and issuing timely, professional payment reminders

Supporting accurate financial record-keeping by ensuring all booking and payment information is correctly recorded within internal systems

OPERATIONAL COORDINATION & SUPPORT

Supporting the wider Sales and Operations teams with administrative tasks to ensure the smooth running of day-to-day activities

Managing task lists and reminders within CRM systems to ensure all outstanding actions are completed within required timeframes

Contributing to the continuous improvement of processes, identifying opportunities to enhance efficiency and consistency across the booking journey

Acting as key point of coordination to investigate and resolve booking or client-related discrepancies or issues across the booking journey, ensuring minimal disruption to the client experience.

PERSON SPECIFICATION

Highly organised with strong attention to detail and accuracy

Ability to manage a varied workload and prioritise effectively in a fast-paced environment

Excellent written and verbal communication skills

Customer-focused mindset with a commitment to delivering exceptional service

Confident using systems and databases, with strong general IT skills (e.g. Microsoft Office)

Proactive approach with the ability to identify gaps and take ownership of solutions

Collaborative and team-oriented, supporting both Sales and Operations functions

Detail-driven, with a commitment to accuracy and process adherence

Proactive and solutions-focused, with the confidence to take ownership of tasks

Adaptable and flexible in response to changing priorities

Understanding of luxury market and high-end clientele

Our Commitment to Equity, Diversity and Inclusion

At The Thinking Traveller, we value and prioritise diversity and inclusion within our workplace, recognising the importance of ongoing improvement in this area. Our goal is to cultivate a thoughtful culture where every individual feels genuinely appreciated, respected, and included.

We firmly believe that by attracting a diverse group of talented individuals, we can benefit from a wide range of perspectives, experiences, and ideas. This diverse tapestry of Thinkers enables us to deliver exceptional results to our esteemed clients. We welcome applicants from all backgrounds, irrespective of race, ethnicity, gender, sexual orientation, religion, age, or disability.

If you are considering joining our team, we encourage you to apply and inform us if any adjustments are required during our recruitment processes. Your unique perspective and potential contributions are valued, as we strive to create an environment that is inclusive and supportive to all.