Japan DMC – Quotations & Operations Executive

About Explera DMC

Explera DMC is a premier Destination Management Company dedicated to delivering exceptional travel and event experiences worldwide. We operate with a global mindset while maintaining rigorous compliance standards, with all legal and statutory frameworks governed and fulfilled through our Hong Kong headquarters.

Role overview

We are seeking a detail-oriented Quotations & Operations Executive for our Japan DMC desk in Tokyo. You will price Japan itineraries for the travel agents and tour operators who book with Explera, and once a trip is confirmed you will make sure every hotel, transfer, guide and activity is delivered exactly as quoted.

The role sits between sales, contracting and our local suppliers, and reports to the Japan Operations lead. It suits someone who enjoys numbers and logistics as much as creating memorable travel experiences.

Key responsibilities

1. Quotations & costing

• Prepare accurate Japan quotations for FIT, family, honeymoon and group enquiries, the same business day wherever possible
• Cost hotels and ryokan, private and coach transfers, JR and Shinkansen travel, guides, entrance fees and meals from contracted and current rates
• Build realistic day-by-day routings (Tokyo, Hakone, Kyoto, Osaka, Hiroshima and beyond) that respect travel times and seasonal demand
• Revise quotations quickly as partners change dates, hotels or group size, protecting the agreed margin

2. Reservations

• Request and confirm hotel, ryokan, transport, guide and activity bookings in English and Japanese
• Manage allotments, option dates, rooming lists, deposits and cancellation deadlines
• Keep every booking file complete and up to date in our booking system

3. Operations & on-trip support

• Issue vouchers, final itineraries and driver and guide briefings before arrival
• Coordinate airport meet-and-greet, transfers, luggage forwarding and special requests
• Monitor trips in progress and resolve issues such as delays, weather disruptions or rooming problems quickly and calmly
• Share an out-of-hours emergency rota with the Tokyo team

4. Supplier coordination

• Build good working relationships with hotels, ryokan, transport companies, guides and activity providers across Japan
• Check supplier invoices against bookings and flag discrepancies to finance
• Share feedback on supplier quality with contracting

5. Reporting & process

• Track quotation turnaround and conversion, and report operational issues and client feedback weekly
• Suggest templates and process improvements that make quoting faster and operations more reliable

Requirements

• 2+ years in Japan inbound tour operations, quotations or reservations at a DMC, tour operator or travel agency
• Strong knowledge of Japan's main destinations, hotels and ryokan, rail network and seasonal peaks
• Fluent written and spoken English and Japanese at JLPT N2 or above
• Confident with Excel costing and booking systems; quick and accurate with numbers
• Calm under pressure, well organised and able to handle several files at once
• Available for occasional out-of-hours support while clients are travelling
• Valid right to work in Japan

Why join Explera DMC?

• Own the Japan quotations and operations desk for partners across India, the Gulf and South-East Asia
• Familiarisation trips and site inspections across Japan
• Be part of a dynamic, growing DMC with a strong compliance culture
• Autonomy to own your role and drive process improvements