Contracting Manager

About this role

Position Overview:

The Contracting Manager is responsible for the consistent management of suppliers’ contracts, documentation and rates negotiations, ensuring alignment with EXO’s Group Commercial Strategy. The Contracting Manager’s role requires close and consistent collaboration with the other departments and it is part of EXO VIETNAM core leadership team.

Location: 16-18 Hai Ba Trung, Sai Gon Ward, HCMC

Responsibilities:

Timely collect suppliers’ contracts, perform rates comparison, negotiate the best possible outcome for the company and coordinate with the top management for any provisional setting

Check all contracts to ensure suppliers legal compliance, and that the accurate & adequate information is included before sending it to the General Manager for signing.

Make sure that all contracting activities are carried out in accordance with the National legislation & company policy.

Implement the overall company contracting strategy in terms of allotments and free sale agreement, contractual and tactical offers, overrides, and marketing contributions closely collaborating the EXO Group Commercial Director

Ensure full support to the Inbound & Operations departments during force majeure events

Lead the implementation of overall contractual sustainability goals and policies in close collaboration with the EXO Sustainability team.

With Suppliers:

Negotiate with suppliers to timely provide the best yearly rates and T&C based on benchmarking, rates comparison and production data analysis, including support for company events

Build and maintain strong and excellent relations with suppliers

Be accountable for the optimization of barter agreements, allotment deals, override and incentive negotiation

Ensure the integration and enforcement of company-wide sustainability and responsible tourism standards into new and existing suppliers’ agreements as per HO targets

Lead the Contracting department to promote and drive the adoption of responsible and sustainable initiatives among hotel and supply partners.

Concentrate on driving prices down for tactical promotions over low months based on data and reports analysis.

Lead the contracting team to increase our suppliers connectivity to support DB team workload while also maximizing product availability across all distribution channels and digital platforms.

Ensure EXO/agents H&S assessment requested are timely followed up and completed by the suppliers

With other Departments (Inbound, Product, Databases, Ops and Accounting):

Fully assist the Inbound & Ops Deps as and when required. This may include assisting them in negotiating the best possible rates for fam trips, inspection, tenders, series, agents special requests.

Fully support Inbound and Ops deal with suppliers in case of force majeure events.

Assist in resolving complaints, and administrative and pricing issues with suppliers and Hotels if/when escalated to you

Coordinate with the Product dep to provide weekly (and ad hoc) contracting and suppliers updates to the teams; promptly inform all necessary departments if there is any change in rates or promotions

Ensure we remain up to date with new developments, construction, renovation, etc. and ensure clear communication is delivered to the concerned teams

Work closely with the Product department to ensure the appropriate suppliers are being timely contracted based on identified business priorities and EXO service standards

Ensure a clear workflow with Product team and Database for accurate and timely rates and promos upload/update

Closely collaborate with the Product (and Inbound) teams to flag new properties (existing or upcoming) and suppliers that might be sustainable for any or our market and/or segment

Closely coordinate with the Accounting team and provide timely updates during crisis moments to ensure strict cost control and guide decisions on supplier payment processing.

With Contracting department:

Be aware of company policies, procedures, vision and values, and pass on any relevant communication to to your team

Be responsible for the continuous update of SOP and proposal of new useful tools to increase workflow effectiveness, efficiency and clarity

Be responsible for your team OKR setting, yearly appraisal and guide their professional development

Qualifications:

Bachelor’s Degree or higher in Hospitality, Tourism, or other related field

A minimum 5 years’ experience in a Senior Inbound, MICE or Contracting Role

Interest and/or experience in the travel industry

Understanding of sustainability and responsible tourism is a plus.

Skills:

Strong understanding of FIT and GIT segments needs

Negotiation and persuasive skills

Analytical skills

Strong inter-dep collaboration and team spirit

Proactiveness and flexibility

Process Management

Market Knowledge

Good English and Vietnamese written and verbal communication

Leadership skills

Alignment with EXO company values and vision

Benefits:

Work in a friendly working environment and good team building activities

18 days of annual leave and can be carried to the next year

Parking fee support

Health insurance and accident insurance

Other benefits according to the festive seasons will be shared at the interview

Flexible working style (hybrid)

Participate in all online training programs of the whole EXO Group

Priority pricing policies for family’s trips

13th month salary up to the business performance of each year.

Equal Opportunity & Non-Discrimination

EXO Travel is an equal opportunity employer. We do not discriminate against candidates or team members based on race, gender, disability, religion, nationality, age, sexual orientation or other personal characteristics.

EXO Travel strictly abides by local labor laws and does not employ underage workers where prohibited by law.

How to apply:

If you have a passion for travel, believe that travel can be a real force for good in the world, and have skills that can help us achieve our mission, we would love to hear from you.

Interested candidates are invited to send your CVs with a covering letter in English to HR department at [email protected]

EXO Travel is a premium Destination Management Company (DMC) providing bespoke travel solutions for tour operators and travel agencies across a growing portfolio of destinations. Since 1993, we have been crafting distinctive, authentic travel experiences that expand horizons and deliver lasting, positive impacts.

We are a purpose-driving company and, if you are successful in your application, you will find that working at EXO is more than just a job. As a member of the EXO family, you will play an important part in our mission to expand horizons and create meaningful positive impacts in the destinations we operate in. Furthermore, we offer in-house training courses, exciting growth opportunities, great benefits and a supportive team culture.