ESSENTIAL JOB DETAILS

• Position Title: Quotations Officer – REM Safaris Limited
• Location: Nairobi, Kenya
• Employment Type: Full-Time
• Number of Vacancies: 1
• Salary Range: KES 65,000 – 80,000 monthly (10% below average market rate for quotations roles in the Nairobi safari/travel industry)
• Category/Department: Travel Agents and Services / Tours & Travel Operations
• Reporting To: Operations Manager / Finance Manager
• Application Deadline: September 30, 2025

INTRODUCTION

A rewarding opportunity has opened for a detail-oriented Quotations Officer to join REM Safaris Limited in Nairobi. This position is perfect for professionals with a strong eye for numbers, pricing, and accuracy in travel industry proposals.

As a Quotations Officer, you will be responsible for checking sales team proposals, verifying supplier rates, updating system prices, and ensuring that itineraries reflect accurate park fees, flights, accommodation, and surcharges. This role is central to operational efficiency and client satisfaction, ensuring that every safari package is both profitable for the company and seamless for the client.

For those with a background in accounting, travel, or tourism management, the Quotations Officer position provides a chance to work with one of Africa’s leading safari companies while sharpening analytical and financial skills in the tourism sector.

ABOUT REM SAFARIS LIMITED / AFRICA SAFARI TRIPS

REM Safaris Limited operates as part of Africa Safari Trips, a Netherlands-based company that ranks among the top safari operators in Africa. With headquarters in Nairobi, REM Safaris coordinates luxury and tailor-made safari experiences across Kenya and East Africa.

Africa Safari Trips combines European business standards with local expertise to deliver unforgettable journeys. The Nairobi hub handles client itineraries, quotations, bookings, and logistics — ensuring accuracy and professionalism in every safari planned.

Joining REM Safaris Limited as a Quotations Officer means working in a dynamic, client-focused organization that values precision, accountability, and teamwork. The company fosters a culture of integrity, innovation, and customer satisfaction, making it an excellent place to grow your career in tourism and travel management.

KEY RESPONSIBILITIES

The Quotations Officer will play a key role in verifying, updating, and maintaining the accuracy of travel quotations. Duties include:

• Check proposals quoted by the sales team in the booking system.
• Ensure supplier prices are accurate, covering accommodations, park fees, jeep prices, flights, and activities.
• Act as an information hub for the sales team, clarifying rates and itinerary details.
• Track unpaid confirmed bookings, ensuring timely follow-up.
• Create and amend itineraries, adjusting for changes or special requests.
• Add supplements, surcharges, or discounts where necessary.
• Verify room configurations and pricing, ensuring system accuracy.
• Collaborate with finance/accounting teams on payment collection and reconciliation.
• Maintain updated records of quotations in the system.
• Support other operational tasks aligned with the company’s goals.

QUALIFICATIONS AND SKILLS

The ideal candidate for the Quotations Officer role should meet the following criteria:

• Diploma or Bachelor’s degree in Tours & Travel Management, Tourism, Hospitality, or Accounting.
• At least 2 years’ experience as a quotations officer or in a similar role in the hotel/tourism industry.
• Strong mathematical and analytical skills.
• Proficiency in booking systems and IT tools.
• Knowledge of accounts and bookkeeping (added advantage).
• Excellent accuracy and attention to detail.
• Good communication skills, both written and oral.
• Strong organizational and problem-solving skills.
• Ability to work under pressure and meet strict deadlines.

COMPANY CULTURE AND VALUES

REM Safaris Limited thrives on precision, client service, and teamwork. The company emphasizes:

• Accountability: Accuracy in pricing ensures both client trust and company profitability.
• Teamwork: Collaboration between sales, finance, and operations teams ensures seamless safari execution.
• Customer Satisfaction: Clients benefit from transparent and fair quotations.
• Integrity: Ethical handling of prices and payments builds a trusted reputation.
• Growth and Learning: Staff are encouraged to expand their skills and take on new challenges.

For the Quotations Officer, this means working in an environment that values accuracy, professionalism, and financial responsibility.

HOW TO APPLY

Apply now for the Quotations Officer – REM Safaris Limited position.

Applicants should prepare:

1. A detailed CV highlighting tourism/quotations/accounting experience.
2. A professional cover letter expressing motivation and suitability.
3. Copies of relevant academic and professional certificates.

Applications should be submitted online via the recruitment portal:
👉 Apply for Quotations Officer – REM Safaris Limited

Deadline: September 30, 2025.
Only shortlisted candidates will be contacted.

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TAGS

Quotations Officer, safari travel jobs Kenya, Nairobi tourism vacancies, pricing officer travel industry, safari itinerary management careers

—-END OF JOB DESCRIPTION—-

10 DETAILED ADMIN TIPS TO SUCCEED AS A QUOTATIONS OFFICER

1. Perfect Accuracy and Attention to Detail in Quotations

As a Quotations Officer, accuracy is your professional trademark. Every quotation you prepare is a financial promise to both the company and the client. A misplaced decimal, outdated park fee, or forgotten supplement could translate into direct losses.

For example, if Nairobi National Park raises its entry fee from KES 500 to KES 600 and your quotation still reflects the old rate, your company loses KES 100 per client. Multiply that by 20 tourists in a single group and you’ve cost the company KES 2,000 in one booking.

To avoid this, develop a structured review process for every quotation. Always cross-check rates with supplier contracts, government updates, and recent communications from lodges and airlines. Create a checklist that covers accommodation rates, transport costs, park fees, activity supplements, and currency conversion accuracy. Some successful Quotations Officers also maintain a personal “rate bible” — a quick reference guide updated weekly with supplier changes.

Accuracy doesn’t just save money; it builds trust. Sales teams know they can rely on your work, clients get transparent pricing, and management appreciates your discipline. In a role where every shilling counts, precision is your passport to long-term success.

2. Strengthen Analytical and Mathematical Competence

A Quotations Officer isn’t just an administrator — you’re also a financial analyst for safari packages. You must be comfortable with margins, commissions, discounts, and foreign exchange rates. Strong mathematical skills help you create competitive packages that still safeguard company profits.

Imagine a safari package costing USD 2,000 per person. If the sales team promises a 10% discount, you need to calculate the impact on company margins instantly. If your margins fall below sustainable levels, you must alert your manager and suggest alternatives such as removing costly add-ons or negotiating better rates with suppliers.

To sharpen these skills, practice cost breakdowns daily. Take a sample safari itinerary and separate costs into accommodation, transport, park fees, and activities. Add your company’s margin, test discount scenarios, and calculate the final impact. Advanced Excel functions like pivot tables, VLOOKUP, and financial formulas can help you automate repetitive calculations.

Being analytical allows you to do more than enter figures — it empowers you to advise managers and sales teams on profitability. Employers value Quotations Officers who understand numbers deeply, not just copy them.

3. Excel at Communication and Team Coordination

The Quotations Officer role sits at the intersection of sales, finance, and operations. You are the information hub. Poor communication in this position can cause errors that ripple across departments.

For example, if the sales team requests a honeymoon package with luxury room upgrades but you forget to update the system, the couple arrives to find a standard tent. The disappointment could ruin the client relationship.

Strong communication habits protect against this. Always confirm instructions in writing, copy relevant colleagues into important emails, and maintain detailed notes in your task system. When rejecting or amending a request, explain your reasoning clearly — for instance, “We cannot apply this discount as it reduces profit margins below the minimum threshold.”

Equally important is upward communication. Keep managers informed of quotation trends, challenges, and supplier updates. Sales teams love a Quotations Officer who explains not just what changed, but why.

4. Stay Ahead of Supplier Price Updates and Market Trends

The tourism industry is fast-moving. A Quotations Officer who isn’t proactive risks quoting outdated rates, leading to losses or client disputes.

For example, a lodge in Maasai Mara may increase its peak season rate from USD 300 to USD 350 per night. If your quotation reflects the old rate and the client books, your company either absorbs the USD 50 loss per night or risks damaging its credibility by asking the client for more money later.

To avoid this, create systems for tracking supplier updates. Subscribe to lodge newsletters, maintain WhatsApp groups with suppliers, and review government announcements on park fees. Build a routine to verify supplier rate sheets weekly and log changes in the booking system immediately.

Understanding market trends also helps. For example, if regional airlines launch discounts during low season, incorporate these savings into quotations to make your packages more attractive. Being updated makes you not just accurate but also competitive.

5. Harness Technology and Reservation Platforms

In today’s digital travel ecosystem, a Quotations Officer must be tech-savvy. Modern safari companies use systems like Tourplan, Dolphin Dynamics, or custom CRMs to manage bookings and quotations. Manual errors are reduced when you fully exploit these tools.

For instance, processing 20 quotation requests manually could take a full day, but with preloaded templates and automation, you can complete them in a few hours. This efficiency allows the sales team to respond faster, winning more business.

To succeed, learn shortcuts, master reporting features, and request training from system providers. Complement booking systems with Excel automation for complex calculations. Employers notice when you process more quotations with fewer errors — and that efficiency often leads to promotions.

6. Practice Financial Discipline and Accountability

Since you deal with numbers daily, financial accountability is critical for a Quotations Officer. This means applying discounts only with approval, recording every surcharge, and ensuring quotations align with company margin policies.

For example, a client may ask for a 15% discount on a safari package. You cannot simply slash rates. Instead, calculate the impact, explain the consequences to sales, and escalate if needed. Document every decision so there’s a paper trail.

Maintaining transparent records also helps in audits. When managers question why a discount was given, you can show written approval and calculations. This level of accountability builds trust and prevents financial mismanagement.

7. Manage Workload and Respect Deadlines

Tourism is time-sensitive. Clients expect quotations quickly, and delays can mean lost sales. As a Quotations Officer, you must juggle multiple requests daily, each with different levels of urgency.

For example, a corporate group may request a quotation for 40 delegates to Amboseli with a 24-hour turnaround. If you miss the deadline, another agency might win the business.

To succeed, adopt task management tools like Trello, Asana, or even Excel trackers. Prioritize urgent quotations, block time for complex itineraries, and avoid distractions. Build habits like finishing today’s quotations before leaving the office. Meeting deadlines consistently signals reliability — a trait every safari company values.

8. Sharpen Negotiation and Supplier Management Skills

While sales teams often handle negotiations, a skilled Quotations Officer can influence supplier costs by asking the right questions.

For example, if you notice that a hotel charges extra for transfers, you might negotiate for complimentary shuttles for groups, saving the company money. Or during low season, you can request additional discounts for repeat clients.

Building strong relationships with suppliers — through professionalism, prompt payments, and clear communication — makes them more flexible when you need favors. Employers value Quotations Officers who don’t just process rates but also find ways to enhance profitability.

9. Commit to Continuous Learning and Industry Knowledge

The safari and travel industry evolves constantly. New lodges open, airlines adjust baggage rules, and government policies change. A Quotations Officer who keeps learning remains valuable.

For example, if you know that Kenya Airways is offering free extra baggage on Europe–Nairobi routes, you can add this perk to quotations, impressing clients with insider knowledge. Similarly, being aware of new eco-lodges allows you to suggest fresh options to clients.

Attend travel expos, join tourism associations, and read industry newsletters. By being informed, you position yourself as not just an administrator but an advisor to sales and management.

10. Craft a Professional CV and Tailored Career Path

Your journey as a Quotations Officer begins with how you present yourself. Many candidates undersell themselves with generic CVs. Instead, focus on achievements.

For instance, instead of writing “prepared safari quotations,” you could write:
“Generated 150+ safari quotations monthly with 99% accuracy, updated supplier rates weekly, and prevented losses of over KES 300,000 through proactive corrections.”

Such specific results make you stand out. Highlight systems you know, suppliers you’ve worked with, and financial achievements. Employers want to see evidence that you don’t just do tasks — you add measurable value.