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European Product Administrator

5 months ago

Edinburgh, United Kingdom Rabbie's Trail Burners Full time

**About us**

Rabbie's operate one of the largest selections of scheduled tours in the UK, Ireland and mainland Europe with a vision to make the world a better place through travel.

We’re an open, friendly, positive and welcoming group of people. We like to ‘live life’ and explore places that have stories to tell. We’re renowned for delivering exceptional customer experiences because of how we look after our guests, each other, and the communities and the environments we travel through.

**Job title**:
European Product Administrator

**Responsible to**:
Head of Contracting & Product

**Principal contacts**:
Internal: Accommodation team, Contracting team, B2B team, Head of Commercial and Sales, Commercial Manager, Private Tours team, Reservations and Customer Care team, Operations department, Accounts department, Europe Specialist, Managers and Directors

External: Customers and prospective customers, travel agents, tour operators, destination management companies, suppliers etc

**Job purpose**:
You will be responsible for the smooth running of our European tour programme (currently Italy, Switzerland, Spain and Portugal), from making sure all contracts are in place, tours and rates loaded on our system to managing cancellations and sending rooming lists for both our scheduled tours and bespoke private tours of Europe. As well as this, you will also maintain numerous relationships with our European suppliers.

**Key duties and responsibilities**

**Contracting admin**
- Support the Head of Contracting & Product with any contracting admin for our European tour programme (Ireland, Spain, Portugal, Italy and Switzerland currently)
- Build strong relationships with key suppliers and partners
- In collaboration with the Product team, produce a timeline to suit all departments and the Rabbie’s product cycle
- Assist in managing the full booking process, from outlining requirements to completion of supplier agreements, for our European tour programme
- Action any contracting admin or booking requirements for new product developments in Europe
- Set up credit arrangements with suppliers where necessary
- Issue and track supplier terms & conditions
- Check and sign supplier contracts
- Support the Commercial Manager with calculating selling rates for our European tour programme, and keep rate spreadsheets updated
- Ensure the contracting tracking system is kept up to date
- Ensure all supplier agreements, contracts, T&Cs etc are filed correctly and kept up to date

**European scheduled tours admin**
- Monitor performance of tours, and in collaboration with the Commercial Manager, make decisions to confirm or cancel tour departures
- Send regular sales updates to our European partners and internal colleagues
- Manage cancellation admin for tour departures
- Process accommodation bookings via internal booking systems and processes, for our multi-day tours in Europe
- Send rooming lists within the agreed timelines
- Manage pre
- and post-night bookings and admin for our tours of Europe
- Facilitate the collection of passenger information in order to purchase services / experiences that require booking prior to touring
- Monitor invoices from our European suppliers and reconcile prior to payment approval

**System and reporting**
- Work with all other departments to ensure all products are accurately loaded on to our systems
- Work with other departments and our development team, to develop our booking system to manage our European tour programme
- Keep supplier information and rates updated in our brochures, manuals and price lists
- Contribute to and update reports on KPIs, rates, contracting admin progress etc
- Monitor performance and modify plans where appropriate to keep pace with changing business priorities
- Providing other departments with accurate and timely information
- Maintain and update our internal supplier database

**Private tours in Europe**
- Play a key role in the development of our private tours in Europe in close cooperation with our Europe Specialist, by:

- Responding to enquiries
- Producing tour documentation for proposals from our Specialist in the relevant software
- Loading tour details in relevant company systems
- Issuing invoices and taking payments
- Following up on requests submitted to our suppliers and partners
- Create reports on enquiries, conversions, and profits
- Continually expand on own product knowledge, to design custom itineraries from enquiry stage onwards, to over time be able to mentor new team members as we grow our bespoke tours of Europe

**Key Skills**

**Essential**
- Experience in the tourism or hospitality industry
- Experience in dealing with suppliers and customers
- Proven ability to solve problems promptly and effectively
- Proven interpersonal and communication skills
- Meticulous attention to detail
- The ability to work well under pressure and manage multiple tasks effectively
- Self-motivated with the ability to take ownership to work autonomou