Contracting Assistant (Japan)

About this role

Position Overview

The Contracting Assistant plays a key role in optimizing EXO Travel’s supply chain and ensuring competitive advantage in the Japanese market. Supporting the Contracting Director and Manager, you will go beyond administrative tasks to drive strategic sourcing, deliver high-impact seasonal forecasts, and secure the most advantageous terms. Your work directly influences our profitability and the quality of travel experiences we provide.

Responsibilities

Contract Administration
● Review supplier contracts to ensure all rates, terms, and conditions are accurate, favorable, and aligned with company values.
● Generate necessary reports timely and accurately.
● Ensure timely procurement and receipt of all annual contracts.
● Assist the Contracting Manager/Director with rate negotiations when required.

Data Analysis & Information Management
● Conduct year-over-year price comparisons, analyzing rate increases and decreases to identify cost-saving opportunities.
● Maintain and ensure the accuracy of all hotel and supplier information through systematic periodic follow-up.
● Contribute data-driven insights to the annual purchasing strategy and provide real-time updates on market pricing trends.
● Effectively communicate critical market information and contract updates to relevant internal teams.

Strategic Relationship Management
● Cultivate and maintain professional, high-value partnerships with key suppliers.
● Collaborate internally with relevant teams and the General Manager (GM) to align contracting efforts with departmental needs.

Qualifications

● Bachelor’s degree in Tourism or a related field.

● At least 3 years of experience in the Tourism industry.

● Full professional fluency in English and Japanese.

● Advanced proficiency in MS Office Suite (Excel, Word, Outlook, PowerPoint).

Skills

● Strong analytical and pricing skills, essential for driving future purchasing strategies.

● Demonstrated ability to build rapport, manage complex relationships, and secure favorable outcomes autonomously and under pressure.

● Detail-oriented and proactive work ethic.

Note: This job description is not intended to be all inclusive. Incumbents may perform other duties as negotiated to meet the ongoing needs of the organization.