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The Sourcing Manager (part time) functions as the primary client liaison and lead for assigned programs. This role negotiates critical program components based on knowledge of client requirements from initial request through contract completion and turnover; this includes recommending supplier and destinations options and solutions.
The selected individual will proactively negotiate prices and contracts, and creates reasonable preliminary budgets. Communicates with Procurement Team and suppliers on a timely basis information relative to travel program operations. Follows standard operating procedures for all sourcing activity.
Please note: This is a part time position.
Scope
Negotiates and contracts between 100 – 200 programs worldwide on an annual basis, however, the scope of this position is dependent upon assigned account/programs and may vary from client to client.
No direct reports.
Assists in review of colleagues’ budget.
Primary Responsibilities
40% – Develops and implements program and profit/negotiation strategy to achieve best price and/or enhancement consideration with suppliers, supporting the specific needs of the client. Gathers all the information necessary to properly source and place an event on behalf of a client, including standard availability grids from designated technology tool. Initiates request for proposal (RFP) process to secure appropriate room blocks, logistical event needs, and pricing from hotels and other suppliers. Negotiates and confirms critical program components with supplier(s) and team, utilizing basic terms and conditions, and/or modifying pre-existing master policies to meet individual client requirements. Tracks supplier option dates and follows-up with team members and suppliers of program status. Reviews all supplier contracts prior to finalization, ensuring both program specific and generic terms and conditions are accurate and legally protective of the client, including attrition dates, cancellation policies, etc. Uses appropriate authorization and addendum form to ensure consistency and accuracy. Provides supplier with all appropriate documentation at sale notification including itinerary, supplier contracts, etc.
30% – Ensure requested research data is thorough and accurate by reviewing pertinent historical data on file for the client and program, if available, including but not limited to: pick-up reports, previous contracts, previous RFPs, and addendums. Guide internal and external clients on agendas and provide creative alternatives to improve meeting quality. Follow our established standard operating procedures (SOP) when selecting suppliers for research. Prioritize projects and meet research due dates. Communicate to stakeholders when a deadline expectation requires an extension. Establish a mutually agreeable deadline. Ability to project and time manage to meet projects deliverables of competing priority. Provide accurate and timely data management in appropriates computerized tools. Maintain appropriate and timely communication on accounts with Strategic Account Managers.
30% – 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. Create meeting records in the designated meeting management system, and completes all internal documentation for the program prior to turnover. Conducts additional negotiations with supplier(s) to improve costs, profitability and/or terms of targeted program components. Achieve appropriate benchmarking metrics as per client or company requirement. Manages VIP and complex customer requests as required by client.
OTHER: May require travel to destinations worldwide, in support of client site inspections (Ability to travel by airplane, boat, rail and/or car). There is an inherent risk associated with all travel, often as a result of extraordinary circumstances. Therefore, during an emergency, it is your duty to provide the necessary guidance and leadership, and to promote the safety of the client, travel participants and other Maritz employees by implementing or supporting prescribed crisis procedures. 3. Keep abreast of industry standards and trends related to responsibilities.
Qualifications
- College degree.
- Minimum of five years of experience in project, event or meeting management, at least 2 of which are in procurement.
- Experiences in hotel buying, as well as strong knowledge of program/event budget maintenance. Knowledge of travel supplier operations, overall capabilities/range of services.
- Proven negotiation skills and prior successful experience in developing and maintaining key client and supplier relationships.
- Knowledge of US domestic and/or International hotels and destinations.
- Program management system experience preferred, especially with an online sourcing tool.
- Understanding of and ability to effect win/win solutions and prior experience in effectively handle multiple projects/demands.
- Proven aptitude for technology and/or software solutions and analytical skills.
DISCLAIMER: This job description is designed to indicate the general nature and level of work performed by associates within this classification. It is not designed to confirm or be interpreted as a comprehensive summary of all duties, responsibilities and qualifications required of associates assigned to this job.
Maritz will only employ applicants who have authorization to work permanently in the U.S. This is not a position for which sponsorship will be provided. Those who need sponsorship for work authorization now or in the future are not eligible for hire. No calls or agencies please.