* PURPOSE AND SCOPE OF ROLE
The Product & Contracting Coordinating Executive is considered as the main coordinator of each specific country. Responsible for analyzing/ managing prices and negotiating new and/or existing contracts with all suppliers in the appointed countries including hotels, land suppliers, transport companies, cruise/ boats, airlines, restaurants, entrance fees, special activities, express services, bought in packages in remote areas, transportation, guides and other required services as determined by Trails of Indochina (TOI).
* RESPONSIBILITIES & TASKS
1. Contracting & Resources management
•Be proactive in collect, negotiate, compare and administer contracts with hotel/ land suppliers from Head Quarter or through coordinating with Regional offices.
•Compare, negotiate and administer with suppliers to get discounted services/better rates for the series, specific company/agent’s staff/ FAM and so on where required.
•Negotiate with suppliers for barter agreements for wholesale partners, allotment, and special amenities with hotel/suppliers.
•Bench mark TOI’s rates with others competitors
•Key in, manage and be responsibility for ICTS (Internal Company Tariff Sheet) of assigned countries.
•Be responsibilities/manage the scan/hard copy of hotels contract and maintaining supplier resources on the head office product server or any other file storage platform in addition to collecting updates and changes from suppliers as necessary.
•Check all contracts to ensure the accurate & adequate information before sending to Regional Product Manager for signing;
•Develop and update the suppliers’ database/ contact information for the company accordingly the instruction from PCCS.
•Be responsibility for update allotment/ VOS/ Agent/TOI/Association amenities/ Promotions and inform all necessary department.
•Follow-up/ Record the processing of contract collecting and loading status on TP system.
•Cross check the rates to ensure the uploaded database/ rates are accurate AND adequate information.
2. Product, Contracting & Data Communication
•Understand service components to create CMs on Tour Plan through coordinating with Product Specialist and Regional Offices.
•Be responsibility for all the tariffs that will be released for monthly report or specific request from all necessary departments through coordinating with Product staff.
•Be responsibility for all the hotel and land change log then inform all necessary departments if there is any change in service costs (land & hotel), hotel renovations, room upgrades, special promotions, and so on.
•Create and update PG for old/new product that relate to touring logistic changes/land supplier selection/etc.
•Coordinating with assigned Data Entry executive/ Regional GMs to make sure all the rates were loading to meet deadline and follow the guideline/instruction from PCCS.
•Assist Load and maintain rates on Tour plan system if required.
