Tour Operations Coordinator

4 weeks ago

London, Greater London, United Kingdom CIE Tours Full time

About CIE Tours

CIE Tours is Ireland and Britain's largest tour operator, offering fully inclusive and expertly guided vacations to Ireland, Britain, Iceland, Spain, and Italy. Our company sets 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.

Job 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 program.

Key Responsibilities

  • 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 loads them into the system. Completes 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

  • Creates 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.

Requirements

  • 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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