Operations Assistant - Hotel Sourcing And Vendor Management

Role SummaryThe Operations Executive will be responsible for shortlisting suitable hotels, negotiating the best possible rates and inclusions, coordinating with vendors, and supporting end-to-end execution of travel, group tours, and MICE operations. This role is critical to ensuring competitive pricing, smooth execution, and high service quality.

• Key Responsibilities1. Hotel Shortlisting & ResearchUnderstand client requirements (budget, destination, dates, rooming, meal plans, event needs).
• Identify and shortlist hotels/resorts suitable for:
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• Corporate offsites & MICE groups
• School & college trips
• FIT & GIT leisure groups
• Compare options on pricing, location, inventory, and inclusions.
• Prepare 2–3 strong hotel options per query.
• 2. Negotiation & Vendor CoordinationNegotiate room rates, meal plans, inclusions, FOC policies, and upgrade terms.
• Finalize commercial terms including:
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• Cancellation & payment policies
• Cut-off dates
• Complimentary rooms (FOC)
• Build and maintain strong relationships with hotel sales teams.
• Maintain a vendor rate bank and preferred supplier list.
• 3. Costing & Proposal SupportPrepare detailed cost sheets for internal approval.
• Share finalized costing with the sales/founder team.
• Ensure margins are protected while remaining competitive.
• Support creation of quotations and inclusions lists.
• 4. Booking & Execution SupportCoordinate booking confirmations with hotels.
• Share rooming lists, check-in details, and event schedules.
• Act as the operations SPOC for hotels during execution.
• Resolve on-ground issues related to rooms, meals, or services.
• 5. Documentation & ReportingMaintain records of:
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• Hotel confirmations
• Contracts & emails
• Final cost sheets
• Update internal trackers for live and closed bookings.
• Provide post-event feedback and vendor performance notes.
• Skills & Competencies RequiredStrong negotiation and communication skills
• Good understanding of hotel categories, meal plans, and MICE requirements
• Costing and budgeting mindset
• Ability to work under tight timelines
• Detail-oriented and execution-focused
• Comfortable coordinating with multiple vendors