Contracting Supervisor

About this role

Position Overview

This Contracting role supports all aspects of supplier contracting for EXO Malaysia, ensuring competitive rates, favorable terms, and seamless system integration. This role involves negotiating supplier agreements, supporting the Sales, Product, and Operations teams with contract information, and ensuring compliance with company policies and sustainability goals. Open to learn technology-driven contracting processes, including XML integrations, TourPlan management, and Agent Hub availability checks, ensuring that supplier data is accurate, accessible, and optimized for sales and operations.

(Based in Kuala Lumpur – Applicants must have the legal right to work in Malaysia)

Key Responsibilities

Contracting & Supplier Relations

● Negotiate competitive rates, allotments, freesale agreements, override deals, and tactical promotions for both new and existing supplier contracts.

● Ensure all contracts comply with EXO policies, industry regulations, and sustainability initiatives.

● Maintain strong relationships with hotels

● Secure value-added promotions to enhance EXO’s offerings, particularly during low seasons.

● Assist in resolving supplier-related complaints, administrative issues, and contractual discrepancies.

● Contribute to brochure content by securing exclusive deals and updated supplier information.

Sales & Commercial Support

● Provide clear and up-to-date contract information to all sales teams.

● Ensure rate changes, new promotions, and updates are communicated efficiently to relevant departments.

● Support Sales teams with supplier inquiries, including requests for special rates and availability.

● Assist in presentations and introductions of suppliers for Sales teams when required.

Technology & Systems Support

● Manage XML integrations with supplier systems to streamline rate and availability updates.

● Ensure TourPlan (TP) database is updated with correct pricing, availability, and allotments.

● Use Agent Hub to check availability, allotments, and manage supplier capacity.

● Support the EXO Create team by ensuring accurate supplier data is available for itinerary building.

● Maintain an organized and efficient contracting database, ensuring accessibility for internal teams.

Sustainability & Resilience Initiatives

● Evaluate and promote hotels and suppliers that align with EXO’s sustainability goals.

● Encourage eco-friendly practices in supplier agreements where possible.

● Contribute to sustainability resilience initiatives by selecting responsible partners and implementing best practices.

Reporting & Analysis

● Provide regular reports to the Head of Product, including:

    ○ Weekly briefings on key updates.

    ○ Monthly written reports summarizing contracting activities.

    ○ Quarterly reports on key trends, pricing strategies, and supplier insights.

● Analyze market trends to identify opportunities for expansion in the supplier network.

Qualifications:

● Bachelor’s Degree or higher in Tourism or related filed.

● At least 3 years’ experience in the tourism field; Contracting activity preferably.

● Ability to communicate well.

● Be accurate, detail oriented, and responsible for work.

● A strong relationship builder; able to manage multiple relationships.

Skills:

● Strong negotiation, interpersonal and communication skills.

● Sales & Marketing skills and ability to work under pressure with time limit.

● Analytical thinking, and strong estimating and pricing skills.

● Ability to take decisions and solve problems on your own.

● Ability to organize and prioritize.

● Strong leadership skills with the ability to motivate and train staffs

● Good computer literacy (MS Word, Excel, Powerpoint, Outlook) and systems potential