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CONTRACTING EXECUTIVE

Malaysia

careers

about the role

Location: Malaysia

To request or renew contract rates from suppliers; including hotels, sub-agents, and to maintain the products’ database. Negotiate and monitor contract rates for specific markets, agents, FIT and GIT.

To develop accommodation packages for destination to ensure all supplier and product information are up to date. To travel within destination to inspect and monitor hotels. To assist with Product Sustainability by raising awareness to all hotels.

role and responsibilities

Responsibilities

Contracting

  • Contact all suppliers including hotels, sub-agents, to request or renew contract rates for the company requested by the department head or superiors.
  • Develop, in collaboration with the PM, and accurately maintain a rates comparison tool to monitor yearly rate increases. Hand over comparisons to PM/GM for re-negotiations of contracts, suggesting kickbacks or other possible incentives (exclusives).
  • Check hotel production mid- year for annual room nights to see if we can re-negotiate.
  • Research through all possible sources to retrieve the information required by the team members/ other teams to develop the existing products or to build up a new product. This will include coordinating with other department managers/GM to gather required information from inspections/site visits.
  • Accurately deliver messages to other teams and amongst team members about the updates of the hotels/ suppliers including Promotions/Tactical Offer, Renovations and closures.
  • Handle stop-sales from hotels and update relevant reports.
  • Deal with the weekly handling; including promotion selection based on attractiveness and preference. Collate this info on a weekly basis for the PM to update in Agent Newsletter.
  • Handle administration – contract filing and back sending.
  • Prepare PDF presentation, creation for EXO Travel Trade.
  • Liaise with hotels on marketing materials such as images for website exposure.
  • Provide any assistance on product training i.e. getting equipment ready, book the meeting room, etc
  • Responsible for Collecting Advertising space from hotels/suppliers for the ENL and annual EXO Brochures (Pro-Guide/Adventure/LUXE)
  • Manage Information Spreadsheet for Hotels for Inbound usage as a quick access cheat sheet for hotel info.  
  • Work with the Inbound Team for Group Series rate collection annually and for all new group series.

Product Administration

  • Write up Hotel Descriptions for the Preferred Hotel Lists for Website and review the preferred hotel list with PM annually for info and image updates.
  • Accommodation Packages (I.e. Kinabatangan/Danum/Tabin/Taman Negara) To manage checking of the descriptions and contracts annually and update TC docs on server and TP accommodation lines where applicable.
  • Maintain close relationship with all existing EXO suppliers in destination and establish contact and build relationships with potential new suppliers in the destination.
  • Maintain a Sales, Product, and Marketing Master factsheet with images, room configurations, amenities list, accessibility and sustainability information as a resource for all staff, guides and agent training. This will be used in developing;
  • PDF factsheets and presentation files of preferred hotels, restaurants and boats
  • Powerpoint presentation for staff, or agent training
  • Promotions and Constructions from Hotels to be updated on the Website and sent to PM once completed to link to Agent Newsletter

Communication: Events, Guide, Marketing and Sales

  • Be a “Knowledge Bank” for destination and the “go-to” person for ideas and expertise on hotels.
  • Work closely with and provide support to the Product team.
  • Provide support to Events/MICE and Sales Teams when required, and to the Operations Manager.
  • Produce detailed inspection and trip reports in the correct format for all inspections and visits.

Qualifications

  • Bachelor’s Degree in Tourism or other related field.
  • 3 years’ experience in managing Tourism product, sales and/or marketing or similar role.
  • Excellent command of English (other foreign language is a plus).
  • Team player with positive and dynamic personality.

Skills

  • Good product knowledge of the destinations.
  • Comprehensive travel industry knowledge.
  • Ability to work under pressure.
  • Strong attention to detail.
  • Excellent interpersonal, presentation and organization skills.
  • Ability to take decisions and solve problems on independently.
  • Strong team spirit with leadership qualities. High ability to work as a team.
  • Good computer literacy (Microsoft Word, Excel, Powerpoint, Outlook)
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