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Trip and Contracting Coordinator

Full time On-site working

Job description

As the Trip and Contracting Coordinator, you will play a pivotal role in supporting the Hotel Contracting Manager and Trip Design team in sourcing, contracting, and managing the supply of hotels, activities, transport, F&B, and DMCs for our client's trips. Your responsibilities will include assisting in supplier sourcing and contract negotiations, managing allocation and release terms, resolving queries, maintaining accurate documentation, and handling administrative tasks related to contracting. Additionally, you will support the Trips and Events team in delivering high-quality presentation decks, agreements, and materials related to Talent engagement, retention, and trip/event coordination.

Main Duties & Responsibilities:

  • Assist in sourcing and contracting demand-driven hotel supply for existing and upcoming trips.
  • Lead the contracting of various elements for group travel itineraries, including activities, restaurants, transport suppliers, DMCs, and other experiences.
  • Build and maintain strong business relationships with key suppliers, ensuring our clients' exclusive perks.
  • Contribute to expanding the client's supplier library by identifying new purchasing opportunities, analyzing markets, and fostering supplier relationships.
  • Maintain accurate documentation and clear consistent communication channels with internal and external stakeholders.
  • Handle administrative tasks related to Trips and Event planning and contracting, including but not limited to documentation, communication, and data management.
  • Collaborate with the team to streamline processes, including quoting and ancillary program implementation.
  • Assist with creating Talent-facing presentation decks and other documentation.
  • Play a key role in the Events planning lifecycle and maintain hotel health and safety documentation to ensure compliance with relevant standards.
  • Contribute to identifying opportunities to drive revenue growth and negotiate complimentary spots for FAMs and PR/Trade trips.
  • Assist in reviewing relevant trip feedback and ensuring suppliers take remedial action when necessary.

Necessary Skills and Experience:

  • 2+ years in a travel-related role, preferably in hotel contracting, events, travel management, or a similar position within the travel industry.
  • Strong attention to detail and accuracy in managing contracts and documentation.
  • Self-motivated, proactive, and willing to take initiative to exceed expectations.
  • Experienced in negotiating rates, terms, and contract conditions.
  • Can confidently build strong relationships with key suppliers.
  • Ability to work collaboratively in a remote, fast-paced startup environment.
  • Strong knowledge of geography and international and domestic destinations.
  • Responsible and highly organized, with an ability to prioritize time-sensitive assignments.
  • Excellent written and spoken English; additional foreign language skills are beneficial.
  • Familiarity with HubSpot,, Google Drive, and Slack is advantageous.

Job overview

Date posted:



Ghana/ Rwanda

Job title:

Trip and Contracting Coordinator




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