BCSS Hiring: Bookings & Client Relations

The role serves as a sales & reservation key point of contact and a liaison between BCSS team and the clients (researchers/visitors/students/interns/divers) on Logistics/Media support, Scientific Trainings Program (STP) and Diving. The role also deals with agencies, collaborators, partners and any entity that is involved in commercial/business aspects of the station, alongside the Commercial Manager and Station Manager.

Terms of References, Duties, and Responsibilities

The job duties are a mix of office-related admin tasks on sales, coordination, paperwork, but also ensuring client relations are well-managed and that client-related matters are passed on timely & efficiently into the onsite team. The role requires a person that anticipates, foresees, and manages complex sales & client situations in the best interest of the station to facilitate the onsite delivery of the service. The role has onsite/offsite components to provide flexibility into the duties, and also requires an understanding of the high-end mission, goals, and bigger picture.

The role provide offsite/onsite coordination for all visitors, including (but not limited to) the following:

• All admin duties to do with pre-sale, during-sale, post-sale – maintaining reservations protocols, rules and regulations, templates, follow up schemes and calendars up to date and adhered to at all times;

• Handle all reservations (with assistance and in a consultation with supervisors when/as necessarily) related to STP, DMT and Diving from inquiry stage to reservation, execution, and departure. 48-72 h max handling of all inquiries (via info@, IG, FB, LK, WhatsApp, email, other-any) to convert as much as possible to reservations, including negotiations, liaising with supervisors on any special conditions to offer;

• Handle STP, DMT, Diving bookings from start-to-end (including paperwork, emails, invoicing, contacting them onsite and liaising with onsite team etc, feedback collections, claims etc);

• Maintain up to date and be aware of (and revise from time to time) all pertinent to STP and Diving communication materials, including templates, brochures, protocols, check lists, forms, contracts, visa letters, T&Cs, indemnities, etc., and communicate needed edits/amendments/updates to respective colleagues for execution. Effectively leverage all materials for sales processes;

• Maintain up to date with relevant records the internal reservations master database (all tabs) as well as individual folders on Dodeca shared drive. Maintenance this database in a professional manner towards assessing/understanding of others (in-house), when/if needed;

• Be the first point of contact for all visitors on both STP and diving reservations and serve a communication facilitator between clients and bigger BCSS team as needed;

• Asist onsite team with the visitors’ logistics including visa, transport, accommodation, meal planning and any other relevant aspects of reservations;

• Greet and support guests onsite, ensuring smooth transitions throughout their stay by hosting all guest inductions and presentations, including those for visitors from Kisawa Sanctuary. Deliver briefings and educational talks;

• Provide administrative support to the onsite Station Lead, especially related to guest logistics;

• Communicate closely and regularly with the BCSS team (diving, operations and marketing) as needed;

• Assist with monitoring payments (including issuing CFNs, tracking and following up on payments);

• Create an agent database and manage agent relationships with regards to STP. Asist with the same for Diving;

• Assist to handle research bookings, once negotiations and details of reservations are done – execute and control the paperwork and contributions collections;

• Proactively inform the diving and research teams about upcoming bookings and help manage scheduling clashes;

• Communicate weekly and monthly progress reports in an agreed with supervisors format. Reporting to supervisors for BOD calls and/or when needed re: stats on the bookings department + any other relevant info;

• Handle feedback collection for all guests (STPs and diving) to acquire guests’ reviews on TripAdvisor, PADI, Facebook, Google;

• Assisting BCSS colleagues and management with any tasks related to reservations and inquiries.

Interested in Applying?

If you are passionate about ocean science, diving operations, client relations, and supporting impactful marine research initiatives in the Western Indian Ocean, we would love to hear from you.

To learn more about BCSS, our Ocean Observatory, and the Scientific Training Program (STP), please visit our website.

For applications and enquiries, please contact:
📧 info@bcssmz.org

Application Deadline: 31 May 2026

Join us in helping build long-term ocean science, conservation, and collaborative research capacity across the Western Indian Ocean.