Purchasing Executive – London, Palma or Edinburgh

Role Overview & Responsibilities

The Purchasing Executive plays a major role in building successful relationships in identified areas for JacTravel Groups, in co-ordination with the management of the department.

J*ob Title: *Purchasing Executive
Department:Groups Department – DMC
Location (primary): London, Palma or Edinburgh – hybrid WFH/WFO according to needs of the business

Job Purpose:

• To place ad hoc, gaps and series buying in defined regions (UK).
• To work towards ensuring the department is buying at the best possible rates to maximise margins.
• To manage carefully, all Re-use (RU) space, liaising with the Sales & AD teams to ensure maximum usage and releasing unsold space back to the hotels in a timely fashion, which supports the wider relationship.
• To negotiate and secure the best working commercial Terms & Conditions, in line with our sales offering to clients.
• To provide Admin support to the Product team as required.
• To vary duties to contract across our product portfolio (e.g., hotels, restaurants, guides, and coaches) if needed.

Key Responsibilities:

• To place qualified group requests and to ensure that the right product has been offered at the best possible rates.
• To improve supplier relationships by representing the company at appropriate supplier events
• Working with the RCM (Regional Contracts Manager) and Head of Contracting to collate, manage and maintain the key events calendar.
• To work with the RCM and Head of Contracting to collate pre buying series dates for key clients in key locations.
• To send options, confirmations, amendments, and cancellations to suppliers and follow up where necessary ensuring paperwork accurately reflects requirements.
• To ensure maximum usage of allocation and RU space is being implemented where relevant.
• Attending familiarisation trips, networking events, trade shows and supplier meetings to enhance existing supplier relationships as well as create new relationships.
• To arrange visits to allocation and other key hotels as required ensuring that all staff are aware of the product.
• To understand the needs of the clients and the markets in which the company is operating, obtaining this information through discussions with colleagues.
• To work with your Line Manager and Groups Support to create, manage and distribute booking updates/reports to active hoteliers in defined region, both allocation and ad hoc hotels
• To negotiate and book space to be sold for events where the department is pro-actively promoting a date for group travel, or a series, and to manage this space.
• To take a proactive reaction to issues/errors such as book outs and present to your Line Manager a solution for consideration
• Assisting with training for new joiners to the business, along with refresher training / cross training where needed.

Essential Qualifications & Knowledge:

• Strong negotiation skills.
• A solid working knowledge of Microsoft Word, Excel, and Outlook.
• Highly accurate with an excellent attention to detail.
• Well-developed written and verbal communication skills.
• Professional approach to work.

Essential Experience, Skills and Behavioural Requirements:

• Previous experience ideally within a tourism/tour operator background.
• Strong team player but comfortable working on own initiative.
• Approachable and positive individual with a ‘can do’ attitude.

Desirable Qualifications & Knowledge:

• Knowledge of the inbound tourism industry.
• Key contacts within the UK tourism industry / hoteliers.

Desirable Experience, Skills and Behavioural Requirements:

• Previous experience in negotiation preferred but not essential.
• Fluency in an additional European language would be desirable.