London

Contractor & Operations Coordinator - Central Europe

The Contractor and Operations Coordinator is responsible for finding new suppliers, as well as the negotiation of pricing and services with suppliers; budget management, data collection and tracking to support business needs; booking services and supporting our groups whilst in they are in Europe; compiling feedback regarding tour director (TD) and group leader (GL) evaluations to ensure high quality levels of service. Position works very closely with Director of Operations.

Responsibilities

• Renegotiate contracts with existing suppliers based on 2010 budgets and maintain existing supplier relationships
• Find new suppliers, according to guidelines decided with Director
• Provide contract information and prices for all other components in area. Enter contract prices for given components into the system
• Work with booking, allocations and invoice processing of components
• Follow up on feedback from all departments regarding TD and GL evaluations to maintain and improve upon acceptable quality levels in your area
• Collect signed contracts from all suppliers, including any necessary insurance documents
• Report to Director regularly on contracted costs versus budget. The contractor has full budget responsibility and is also the guardian for all operational expenses within region
• Visit suppliers according to guidelines and travel budgets. Carry out safety and security checks during these visits
• Keep supplier database updated with logs of visits and negotiations
• Participate in preparation and presentation of budgets twice a year for all components (Nov and May)
• Managing booking requirements: keeping track of assigned group space and special requirements, tracking and notifying any changes
• Prepare and participate in tour development/changes meetings twice a year.
• Collect and log competitor and market information for area
• Manage the yield for all groups in area: this includes keeping track of all group space requirements, placing all groups in hotels, allocating in system, tracking and notifying any changes
• Allocating services with suppliers assuring best balance of price and quality in a timely manner
• Approving and processing invoices
• Logistical supervision while groups are in Europe and dealing with emergency situations on tour when needed.
• Assumes additional responsibilities and projects as requested.
• Active participation in product development for own region and continuous process improvements.

Requirements

• A bachelor degree
• Proficiency with speaking business German and a good knowledge of central European geography and culture
• Work experience in a field related to tourism and/or experience abroad preferred
• Strong communication and presentation skills including the ability to work with all levels of employees
• The ability to work under tight deadlines and with budget constraints
• Proficient computer skills and the ability to learn new software products a must
• Ability to travel to assigned regions
• Strong negotiation and budget management skills
• Ability to multi-task projects and responsibilities and strong prioritization skills