Contracting Executive

1 week ago

London, United Kingdom CIE Tours Full time

About us:

As Ireland and Britain’s largest tour operator, we offer fully inclusive and expertly guided vacations to Ireland, Britain, Iceland, Spain and Italy from group travel to highly curated private itineraries. We set our own high standards for delivering excellent vacations with state-of-the-art luxury coaches, prompt and pleasant customer service, the best hotels, and carefully chosen visits and entertainment. CIE Tours makes it easy for travelers to immerse themselves in a new place with exclusive access, authentic experiences, and in-depth knowledge that, in the spirit of Celtic heritage, often begins with a story.


SUMMARY:

The Contracting Executive supports the contracting team in all aspects of supplier account management in Britain, Iceland, Italy and Spain for our scheduled tour programme.


ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Contracting

  • Supports the contracting of hotels, attractions and other service providers for all tour series business in Britain, Iceland, Italy and Spain.
  • Creates supplier profiles and relevant services ready to be loaded into set itineraries.
  • Checks rates and load them into the system. Complete an evaluation of rates twice a year.
  • Prepares supplier contracts ensuring that all details are captured accurately and that all standards and legislation are adhered to by both CIE Tours and our suppliers.
  • Ensures that credit terms are in place where necessary and that voucher payment is agreed with all suppliers.
  • Works in conjunction with internal stakeholders in the US, British and Irish teams to ensure they are fully briefed on all/any contractual issues with hotels and service providers that should be brought to their attention to ensure the smooth running of the operating season.
  • Ensures that all communications are saved to appropriate shared files and folders.
  • Acts as a point of contact for suppliers’ questions and issues and to provide information to them as requested at all times of the year.
  • Works closely with the accounts payable team to promptly address any invoice queries raised by suppliers.


System Maintenance and Operational Support

  • Create and maintains supplier profiles in the system.
  • Updates supplier services and rates as required and as per the contracted agreements.
  • Creates, updates and maintains each year’s products as required, ensuring the correct suppliers, services and rates are loaded, the times are correct and itinerary guidelines are kept up to date.
  • Ensures all suppliers have access to our online Supplier Resource Centre (SRC), their accounts are maintained and to provide training where necessary.
  • Reviews system set-up, tour itineraries and contracts to ensure the scheduled tours operations team in Dublin has all information they require ahead of the operating season.
  • Works closely with the operations team to find the best solutions to any unexpected situations that might arise during the season.


Travel Coordination

  •  In conjunction with our US office and the Contracting Manager, assists with the design and administration of travel agent and staff familiarization trips in Britain, Iceland, Italy and Spain
  • Participation and travel to remote team meetings, as required.


QUALIFICATIONS AND EXPERIENCE:

  • Proficiency in written and spoken English and Italian
  • Fluency in Spanish an advantage
  • Travel industry knowledge/experience an advantage
  • Attention to detail, numeracy, administrative skills and thoroughness essential
  • Experience in Microsoft 365 applications desirable
  • An ability to build and maintain excellent working relationships with a wide variety of stakeholders
  • Willingness to travel occasionally 


COMPENSATION:  £30,000 per annum 

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