Contract Negotiator

2 weeks ago

Cheltenham, United Kingdom Abercrombie & Kent Full time

**PURPOSE**:
To ensure sales have access to the right product for the business, that new and existing FIT contracts are successfully negotiated and include all relevant A&K clauses and contracting is completed ahead of the peak sales season and in-line with agreed targets and deadlines. To consistently improve on initial offers received by suppliers to ensure rates remain as competitive as possible.

**RESPONSIBILITIES**:
**Contracting & Negotiations**:

- Meet internally agreed as well as externally imposed contracting targets and deadlines
- Negotiate the lowest rates available with the best possible commercial terms, in-line with or better than guest payment and cancellation terms.
- Ensure all contracts are completed in-line with A&K contracting templates, to the high level or quality, detail and accuracy required and including all A&K contracting clauses
- Leverage buying power where hotels are part of a larger chain or consortia through strategic negotiations with European or world-wide head offices.
- Ensure the A&K family is always considered to increase the purchasing power throughout Europe. Where appropriate include other contracting departments or the Tour Operator Company in negotiations.
- Constantly seek to widen profit margins through various methods such as secondary buying, value added benefits etc.
- Analysis of contracted rates against Best Available Rates on hotel websites to ensure A&K remain competitively priced and re-negotiate contracts where required.
- Develop and maintain partner relationships with our Top 25 hotels, key chains, and preferred suppliers to ensure A&K remain at the top of their minds, including setting up visits to the office for contracting meetings and product training for sales and operations teams.
- Update staff, including our Tour Operating Companies, when new contracts are in place or existing relationships are retired to ensure they are up to date with current hotel and sup plier listings. - Deliver new hotel, supplier, or guide contracts in-line with product requirements and to ensure A&K secure relationships with new and upcoming hotels, keep our product relevant and exciting.
- Ensure that A&K staff travel requests are dealt with in an appropriate manner.
- Secure hotel accommodation at an appropriate rate for Tour Operator Company press trips and company familiarisation trips.
- Assist the sales and operations teams in resolving queries concerning contract rates and/or terms that may arise during the booking or operation of a tour
- In addition to negotiating FIT product rates, also provide negotiations support and/or secondary buying assistance for the groups department or special products as necessary.
- Assist Tour Consultants and the Accounts Department to resolve financial queries with suppliers because of contractual issues.
- Assist Tour Consultants in the calculations of hotel commissions as required.
- Travel on contracting negotiation trips as required.

**Administration**
- Management of hotel, supplier and guide listings in-line with contract progress and comple tion using Excel
- Write descriptions for contracted hotels in-line with style guidelines.
- Create contracting newsletters using PowerPoint.
- Maintain our Hotel Library and Google Maps with contracted product including but not limited to updating with special offers and commission information.
- Provide financial reports such as turnover or booking detail reports as required.
- Where required, share contracts with Tour Operating Company using internal portal
- Ensure contracted hotels and suppliers are sent to Health & Safety for checks and approval, offer support with insurance requests where required.
- Ensure suppliers and guides are sent the current Terms and Conditions and Standards of Service to ensure company operation standards are constantly met.
- Engage in product training through self-learning by online research or completing specialist destination training, share findings and information with colleagues as necessary.

**Marketing Activity and Overrides**
- Negotiate override commission agreements with hotels and suppliers in-line with agreed targets and objectives. - Support Marketing with negotiation of Hotel Partnership Opportunities and in turn marketing contributions with hotels as per agreed targets.
- Create override agreements or booking forms and ensure they are returned and logged on relevant Excel charts.
- Ensure suppliers provide photography and other information as required by Marketing team.
- Provide marketing material and special offers for any A&K Magazines, Sundowners, marketing campaigns etc
- Provide offers for PR, journalist travel & prize requests.
- To represent A&K at trade shows and functions as necessary.

**Product, Contracting and Systems Administration and Support**
- To provide support to the Product Team as requested by management, including but not limited to: researching existing or new product such as Insider Access options, updating t

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