Purpose of the role
This role is responsible for ensuring top level delivery of venue finding requirements for identified client accounts and to be a trusted advisor to all clients within this specialist area. As a Venue Sourcing Specialist, a highly efficient and excellent quality of delivery to each project managed is required as well as a can-do attitude. Fluency in German required for this role.
In addition, the Sourcing Specialist is expected to forge and develop excellent relationships across all levels of the M&E business imparting best in class market knowledge of meeting facilities and providers and thus supporting clients’ key objectives in meeting arranging.
Driving income levels into the business at every opportunity, reducing cancellation levels significantly and encouraging other team members to do the same.
Main Responsibilities
* Sourcing Events Presale Process
* Identify stakeholder needs
* Upholds the process and tracks to timelines
* Works with Manager to facilitate the total completion of projects
* Proactively escalates potential client, program or delivery issues for timely resolution
* Destination Expertise
* Gives counsel and expert opinion on appropriate geographical location and venues that would best fit client needs
* Engages M&E team members both locally and globally to leverage experience in proposals and recommendations to clients
* Engages appropriate third parties for quotes and proposals in a timely manner
* Develops supplier relationships and works with Manager on identifying gaps in destinations and FAMs or Educational trips that would fill the void
* Financial & Contract Management.
* Identifies ancillary revenue sources and/or cost savings opportunities.
* Develops budget for meeting which includes negotiating all vendor contracts, independently related to a particular event, such as hotels, DMC and transportation companies.
* Reviews and vets all contracts and follows SOP for signature authority when signing on behalf of clients.
* Cross Functionality.
* Works collaboratively across teams to ensure a seamless delivery to the client and conducts turnover meetings as appropriate
* Time Management.
* Tracks all time accurately and against each program to ensure profitability and pricing guidelines are accurate with current and future proposals
* Contracts.
* Negotiates best possible rates and program concessions leveraging client supplier relationships
* Understands the client contract process, legal addendums; ensuring client/BD is appropriately informed of and represented in all terms and conditions contained within
* Stays current with supplier agreements, relationships and industry trends through attendance at bi-monthly team meetings, supplier presentations, educational trips and industry trade shows
* Identifies up-selling opportunities and actions or informs manager
* Leads work-in-progress calls and keeps line management apprised of proposal status and seeks updates on weekly sales calls as needed
* Provides feedback to Manager as requested regarding sourcing project team performance and delivery
* Perform other duties as assigned
Qualifications
Qualifications
* Experience & education:
* An equivalent combination of education and experience may be considered
* College diploma or degree in related field
* Minimum of 3 years of current relative meeting/sourcing experience, including at least 1 years handling large and more complex events
* Languages
* Effective communication in English
* Effective communication in German
* Knowledge, skills and abilities (KSAs)
* Superior knowledge of Microsoft Office products and Cvent
* Expert travel industry knowledge
* Extensive knowledge of Project Management procedures
* Knowledge of electronic meeting management tool
* Excellent oral/written communication skills in both English and German to communicate internally and externally
* Critical thinking skills
* Strong organization, planning and attention to detail
* Exceptional customer service skills
* Strong negotiating skills
* Ability to set priorities and multitask in a fast-paced, multi-project environment
* Talent to work as a team player and independently
* Capability to process financial information
* Ability to travel to events as needed
* Capability to learn quickly
* Travel 5% of the time
* Work Arrangement: Remote, Hybrid (average of min. 2 days), Onsite-CWT Office