Assist the Commercial team in all aspects of the Commercial Department, co-ordinating and administrating commercial agreements including communicating with suppliers to ensure all agreements and indemnities are up to date and valid.
The role requires a strong communicator who is highly organised, thorough and has good attention to detail, with the ability to problem solve and tackle complex issues. It will also require you to be an effective administrator ensuring all records and spreadeets are always kept up to date.
Communicate with suppliers on a regular basis to chase for updated signed agreements, including proof reading agreements and contracts to ensure they are compliant and meet regulations and highlight any risks to the Head of Commercial.
Gather statistical information to share with suppliers and share on email or calls.
Responsibility for Health & Safety of BWE properties by working closely with the contractors and the consultant company.
Liaise directly with hoteliers to ensure health & safety questionnaires are completed and work with them to improve the score.
Switch hotels live in Top Dog system once H&S is complete.
Ensure BWE agent agreements are in place and up to date, chase the agent for signed copies including override and self-billing agreements.
Carry out all commercial administration including filing of agreements and keeping a record of expiry dates to flag to Commercial Manager when due to expire
Compile commercial reports for supplier meetings
Ensure the internal booking system (TopDog) is kept up to date with any changes ie. commission levels, log-in details, contact details
Communicate with department managers on educational/familiarisation trips
Communicate all relevant information to the respective divisions of the group
Keep various spreadsheets/records up to date using Excel spreadsheets
General administration duties including document filing (paper and electronic)
Creating presentations using Powerpoint including animations etc
Co-ordinate arrangements and venues for meetings and events both internal and external
Assist with the organising of events including annual conference, managers meetings, supplier training days and other ad hoc events and meetings to include producing event packs and agendas
Make necessary travel arrangements for all staff business travel
Work with suppliers on cancellation charges and negotiate a reduction in charges where possible.
Responsible for issuing agreements for the inhouse Bedbank.
Experience of working in the travel industry desirable
Experience of working in the administration field
Excellent verbal and written communication skills
Strong Microsoft Office skills, including the ability to use – Outlook/Word/Excel/Powerpoint
Excellent attention to detail
Outstanding planning and organisational skills including the ability to meet deadlines and prioritise workload
Ability to work on own initiative and as a member of a team