Trade sales administrator

Position title:

Trade Sales Administrator – Permanent

Brand/Department: HAGGiS Adventures & Highland Explorer Tours

Reports to: Marketing & Sales Manager

Adjacent relationships: Sales Executive, Marketing & Sales Executive, Business Support Executive, General Manager, Product Manager

Location: Head office is in Edinburgh. Hybrid working available – Tues, Wed & Thurs in office.

Work pattern: Monday – Friday, 40 hours. Early starts, evening and weekend work may be required.

POSITION PURPOSE

The Trade Sales Administrator supports the efficient operation and growth of the company’s trade sales function by providing high‑quality administrative, coordination, and customer service support.

The role is responsible for maintaining accurate product information across Online Travel Agent (OTA) and other trade platforms, managing agent communications, and assisting with booking queries in collaboration with the Sales & Reservations team. The Trade Sales Administrator helps ensure a positive experience for trade partners while supporting internal teams, maintaining up‑to‑date product and destination knowledge, and contributing to the smooth day‑to‑day delivery of trade sales activity.

KEY RESULT AREAS & ACTIVITIES PERFORMED

• Support positive partnerships to ensure growth and efficiency of the company’s trade business.
• Update OTA and other trade platforms where necessary.
• Manage and action the agent email inbox.
• Set up new agents on our booking system.
• Update products on the agent portal.
• Trade partner updates and maintenance of database
• Support local sales activity
• Support agent invoice cross checking
• Maintain competitor product, pricing and discount matrix
• Assist in problem solving any booking issues in conjunction with the reservation teams.
• Update and provide dates and rates to key agents in a timely manner.
• Keep your product and brand knowledge up to date whilst having in-depth knowledge of the local area as well as key tour destinations and highlights.
• Lead with exceptional customer service and have a real passion for people and travel.
• Be a brand ambassador, consistently exhibiting the brand attitude and values.
• Working in the Sales & Reservations team as and when required.
• Attend trade events where necessary.
• Support the Marketing & Sales Manager and other colleagues in the wider team.

REQUIRED SKILLS, EXPERIENCE & PERSONAL TRAITS

• A positive, can-do attitude.
• Administration experience.
• A passion for delivering exceptional customer service.
• A flexible and energetic team player who is always ready to go the extra mile.
• Customer service experience and focus.
• Excellent interpersonal skills, verbal, and written communication.
• Good organisational skills with the ability to multi-task.
• Good attention to detail.
• Excellent telephone manner.
• Experience using Office 365 suite.
• Planning and self-management.
• Ability to maintain effective working relationships.

USEFUL ADDITIONAL EXPERIENCE

• Experience of working for a travel company.
• Personal travel experience.
• Second language.

GOALS

• Agent inbox response time of 24 hours
• On-board new agents within 72 hours
• Re-activate at least 5 inactive agents per quarter
• Ad hoc OTA updates made within 48 hours
• New season price and product updates out to agents within 2 weeks of confirmation