Job role: Venue Sourcing Specialist
Job Type: Fixed Term employment contract for specific project work or service.
Salary Info: 35-40k gross per annum
To apply: Send CV to: email@example.com
Closing date for applications: 15th August 2018
Creative thinking, Excellence in operational delivery, Passion for customer care! We are Pacific World!
Pacific World is a global multi-award winning destination, conference & event management company. We are the result of decades of experience providing creative solutions based on logistical excellence for meetings, incentives, conferences & events/exhibitions. Our expertise is in the total management of MICE projects, through an international and multi-lingual skilled team of over 500 professionals, in more than 100 destination offices spanning 40 countries.
Reviews meeting request and conducts meeting qualification call with client.
Utilizes client’s Cvent tool to research destinations and recommend appropriate sites. Maintains knowledge of new destination options, value-priced destination options and promotional offerings.
Gathers all the information necessary to properly source and place an event on behalf of client, including standard availability grids from designated technology tool.
Initiates RFP process to secure appropriate room blocks, logistical event needs and pricing from hotels and other suppliers.
Negotiates and confirms basic program components with supplier(s) and team, utilizing basic terms and conditions, and/or modifying pre-existing master policies to meet individual client requirements.
Meets client deadlines providing availability grid based on client standards, and review with client and team.
Tracks supplier option dates and follows-up with team members and suppliers of program status.
Reviews all venue contracts prior to finalization, ensuring both program specific and generic terms and conditions are accurate and legally protective of both PW and the client, including attrition dates, cancellation policies, etc. Uses appropriate authorization and addendum form to ensure consistency and accuracy.
Conducts final negotiations with selected venues for best possible pricing and concessions to meet savings and spend expectations.
Provides supplier with all appropriate documentation at sale notification including itinerary, supplier contracts, etc.
Create final budget in Cvent, and completes all internal documentation for the program prior to turnover.
May participate in program re-negotiations or cancellation negotiations, as required.
Tracking and logging time spent related to each task on assigned projects
FINANCIAL AND REPORTING RESPONSIBILITY:
Advises planner or assigned of initial deposit requirement, and secures payment.
Responsible for accurate budget entry and updating business management systems with accurate financial and estimated budget and cost savings information during the sourcing and contracting process.
Maintains tracking information of all tentative, sold, and canceled programs in Cvent.
Maintains accurate records, system input, and complete file management as outlined in client policies and procedures.
Works closely with client to ensure program objectives are addressed, maintaining open line of communication with client to ensure understanding of expectations and client satisfaction.
Maintains open and on-going communication with team regarding supplier utilization, key negotiations, performance and unique programming ideas. Advises team on preferred hotels, and helps direct decisions to those hotels participating in the Preferred Program.
Minimum 3 years of experience in project, event or meeting management and procurement. Experiences in hotel buying required.
Proven negotiation skills.
Knowledge of domestic and international hotels and destinations required.
Knowledge of travel supplier operations, overall capabilities/range of services.
Program management system experience preferred, especially with an online sourcing tool. Operations experience in hospitality industry or equivalent a plus.
Prior successful experience in developing and maintaining key client and supplier relationships. Prior experience in effectively handle multiple projects/demands. Strong knowledge of program/event management and budget maintenance.
Proven aptitude for technology and/or software solutions and analytical skills required.
Problem solving and ability to work with pressure
Relevant education, University or equivalent in relation to tourism, marketing or business