Back Office Executive – Reservations
Location: The Nattika Beach Ayurveda Resort, Thrissur
Department: Reservations
Reports to: Reservations Manager
Employment type: Full-time, permanent
Experience: 2–4 years
About Nattika Ayurveda Retreats
Nattika Ayurveda Retreats is a family-owned Ayurveda hospitality group operating classical Ayurveda treatment retreats in Kerala, Germany and, from 2027, the Caribbean. Our Kerala properties — Nattika Beach Ayurveda Resort and Rockholm at the Lighthouse Beach — host long-stay international guests on 14 to 28 night treatment programmes, booked directly and through specialist travel agencies across Europe.
Because our guests stay for weeks rather than nights, and because their bookings are tied to medical treatment schedules, our booking data has to be right. A wrong arrival date, an incorrect room category or a missed rate condition does not just cost money — it disrupts a guest's treatment plan and a therapist's roster. This role exists to make sure that does not happen.
Role purpose
This is a back-end data verification and reporting position. It is not a guest-facing or sales role, and you will not be handling guest correspondence or selling packages.
Your job is to make sure that the same booking reads identically across every system we run — the reservation software, the channel manager, our internal trackers and the contracts we hold with travel agents — and to produce the daily and monthly reports the reservations team and management rely on to make decisions.
You will be the person who catches the error before it reaches the guest.
Key responsibilities
Daily data verification
- Cross-check every new and modified booking across the reservation system, channel manager and internal tracking sheets
- Verify arrival and departure dates, room category, occupancy, meal plan, treatment programme, rate and guest name against the source booking
- Identify and log every discrepancy in a structured divergence report, with the affected booking reference and the specific field in error
- Escalate discrepancies to the Reservations Manager the same working day, categorised by severity
- Confirm that cancellations, amendments and date changes have been applied consistently in all systems
Agent and contract compliance
- Verify travel agent bookings against contracted net rates, commission percentages and applicable season
- Check that cancellation terms, advance payment schedules and rooming list deadlines applied to a booking match the signed contract for that agent
- Flag rate parity issues where an agent has published a rate below the agreed floor
- Maintain a current, indexed record of agent contract terms for reference
Inventory and rate records
- Maintain occupancy, rate and inventory sheets across all properties and seasons
- Update sheets on confirmation, amendment and cancellation so that availability shown internally is always live
- Keep season boundary dates and rate tables current and version-controlled
Reporting
- Prepare daily arrival and departure lists for circulation to front office, Ayurveda and kitchen teams
- Prepare daily waitlist status and payment-due reports
- Track pending advances and balance payments; circulate ageing reports and follow up internally on overdue items
- Compile monthly production reports segmented by property, booking source, market, agent and programme type
- Produce ad-hoc data extracts and analysis as requested by the Reservations Manager or management
Process improvement
- Identify recurring error patterns and report the underlying cause, not only the individual error
- Suggest checks, formats or template changes that would prevent an error class from recurring
- Support the testing of new reporting tools and system modules as they are introduced
Requirements
Essential
- Graduate in any discipline
- 1–3 years' experience in a back office, MIS, reconciliation, data entry or data operations role
- Strong working knowledge of Excel and Google Sheets, specifically: VLOOKUP or XLOOKUP, pivot tables, filters and sorting, conditional formatting, IF and nested IF logic, COUNTIF and SUMIF, text functions, and basic data cleaning
- Demonstrated accuracy with numerical and date-based data over long lists
- Good written English — you will be reading agent contracts and booking notes in English and writing report notes
- Ability to work to fixed daily reporting deadlines without being chased
- Willingness to relocate to or commute daily to Nattika, Thrissur
Desirable
- Experience with a hotel PMS, reservation software, channel manager or OTA extranet
- Exposure to travel, hospitality, OTA or airline back office work
- Experience reconciling data between two or more systems
- Familiarity with Google Workspace beyond Sheets
Pay: ₹15,000.00 - ₹25,000.00 per month
Benefits:
- Commuter assistance
- Flexible schedule
- Food provided
- Provident Fund
Work Location: In person
