Contract and Rate Specialist

Our client continuously excels in arranging all aspects of destination management services in South Africa Namibia Botswana Zambia Zimbabwe Malawi Kenya Uganda Tanzania Zanzibar Rwanda Mozambique Madagascar and Mauritius. Their source markets have grown continuously and now include Europe Asia South and North America.

Role Overview

The purpose of this role is to ensure accurate and efficient flow of Supplier contracting data and pricing information between suppliers internal and external partners (Product Systems Reservations Finance Agents) to ensure accurate complete and timely loading of product and rate information into internal systems and agent portals. The role supports the Product Reservations and Systems teams by maintaining organised supplier records tracking contracting progress ensuring pricing accuracy minimising error-related revenue leakage and ensuring that all supplier agreements and product details are collected and correctly reflected for reservations and agent use. Through effective supplier communication and careful oversight of the contracting process the role helps ensure competitive product offerings operational efficiency and a high standard of product delivery through our clients business systems.

Job Type: Full Time/Permanent

Location: Cape Town

Work Place: Onsite

Requirements

• Travel & Tourism qualification.
• 3 years experience in the tour operating/DMC industry MUST have practical experience using Tourplan product set up system loading experience (first prize) or Reservations FIT Tourplan (Destination Specialist/Consultant) experience as a minimum requirement
• Practical experience reading and interpreting supplier contracts.
• Proficiency in Microsoft Excel Word and Outlook
• Strong analytical skills with high accuracy and attention to detail
• Good Southern Africa geographical and product knowledge
• Excellent English language and grammar skills
• Strong organisational and time-management abilities
• Results-oriented with the ability to work effectively in a fast-paced environment and meet deadlines.
• A team player

Responsibilities

Supplier Contract and Rate Co-ordination

• Request and review of annual and seasonal rate contracts from suppliers review year on year increases commission structure and terms and conditions
• Assist with negotiating rates payment terms cancellation conditions child/guide policies and payment terms with suppliers
• Mitigate risks to PSSA through proactive validation of Contract Management Summary Notes(CM Note) and instruction accuracy from Product Managers
• Proactively follow up on outstanding information and documentation from suppliers to ensure complete and timely supplier onboarding and contract loading.
• Maintain organised records of supplier contracts rate sheets and agreements.
• Maintain up-to-date contracting templates and documentation to support efficiency and consistency. Assist in compiling product shelf/ tariffs for agents.
• Assist Product team with requesting and tracking override agreements.
• Support negotiations with suppliers in cases of requesting better commission structures value adds overrides better payment terms and cancellation terms.
• Collect verify and track compulsory third-party additional documentation requirements for all suppliers. Eg code of conduct liability insurance etc
• Ensure that any bottlenecks in contracting processes are speedily resolved.
• Support the sales systems and reservations teams with contracting requirements and queries.
• Research properties and special offers available and negotiate special offers and product offerings according to market requirements.
• Correspond with suppliers on a regular basis establishing and maintaining good relationships.
• Support the growth and maintenance of API integration with Tourplan and other platforms

Quality Control Rate and Terms Query Resolution and Discrepancy tracking

• Verify and track supplier and product information including validity dates inclusions child policies and cancellation terms guide policies/credit facilities/payment conditions and follow up with suppliers on outstanding requirements.
• Capture and update rate information on spreadsheets or internal systems.
• Oversea the checking of the Agent Portal to verify product information and terms and conditions that are loaded via the Tourplan system and ensure they appear accurately on the agents contract/tariff.
• Trouble shoot agent queries related to Agent Portal information provided through the Tourplan system.
• Ensure product loading accuracy against agent and reservations needs working closely with the Systems Supervisor to ensure contract and rate information is accurately communicated through the Tourplan system assisting with spot checks of the Agent Portals to verify product and rate information.

Developmental Projects Reporting and Tracking

• Maintain tracker reports/sheets for:
• Contract status (POD) (requested / received / under review / loaded
• Override agreements.
• Brochure participation
• Rate discrepancies.
• Track and report on outstanding supplier submissions.
• Research properties and new products
• Support product and systems in developmental projects that align product structure with supplier and technical needs.

Additional responsibilities:

• Good understanding of Tourplan essential continuous improvement on understanding of Tourplan and how product and rate information is communicated to agents and reservations consultants
• Be aware of our competitors products.
• Attend training educationals/familiarisation trips product presentations and trade shows within South Africa
• Produce the high quality of service delivery as per our customer Journey Strategy
• Keep abreast with news that current affairs that may affect the tourism industry.
• Support the management decisions making process by giving input.
• Always meet the deadlines from our clients and internal team.
• Establish & maintain a constant flow of information within through the company systems.
• Be approachable and supportive to staff.
• Demonstrate good communication skills and customer care
• Liaise between departments solve queries and maintain communication between the product department and other departments.
• Constantly promote a positive image of the company internally and externally
• Keep all information obtained from management confidential.

Sundry Areas:

It is expected of all employees to perform not only task mentioned in the job description but also direct allocated or extraordinary tasks that could arise.

Benefits

• Medical Aid
• Life Insurance
• Death & Disability insurance
• Funeral Cover
• Hybrid office environment with flexible work hours
• Study Leave available for relevant business-related studies
• Financial assistance for your studies (after min. one year of working with us)
• Long-service award bonus