Contracting & Logistics Specialist

Viva Trip - A Hiseas' Company; Madrid; On-site; EUR 25,000 - 38,000; Full time

Job summary

Viva Travel, part of HiSeas, seeks an organised Contracting & Logistics Specialist to support supplier bookings, travel logistics and daily admin tasks. You will coordinate hotels, coaches, meals and guides, ensuring reservations are accurate and up to date, with timely confirmations.

This role is ideal for someone starting in tourism, with an eye for detail, strong admin skills and the ability to liaise with suppliers in Spanish and English.

Qualifications

• Interest in tourism, hospitality or travel operations.
• Good organisational skills and attention to detail.
• Clear, professional communication in Spanish and English.
• Ability to follow procedures, prioritise tasks and meet deadlines.
• Willingness to learn and seek guidance when needed.

Responsibilities

• Contact hotels, coach companies, restaurants and guides to request rates and availability.
• Prepare and follow up reservation requests based on programme requirements.
• Check booking confirmations, prices, dates, participant numbers and service details.
• Assist contracting team in collecting supplier offers and comparing options.
• Coordinate accommodation, coach schedules, meals and guide services.
• Prepare rooming lists, service vouchers, contact lists and booking summaries.
• Communicate changes in timings, group sizes and requirements to suppliers.
• Reconfirm services and share final details with Operations.

Skills

Organisational skills

Attention to detail

Bilingual Spanish/English

Communication

Procedures & time management

Willingness to learn

Tools

Excel

Outlook

Microsoft Office

Job description

Viva Travel, part of HiSeas, is looking for an organized and reliable Contracting & Logistics Specialist to support supplier bookings, travel logistics and daily administrative tasks. You will help arrange hotels, coaches, meals and guides, ensuring reservations are accurate, records are up to date and service details are confirmed on time. This role suits someone starting their career in tourism who enjoys administration, coordination and working with suppliers.

Responsibilities

• Contact hotels, coach companies, restaurants and guides to request rates and availability.
• Prepare and follow up reservation requests based on confirmed programme requirements.
• Check booking confirmations, prices, dates, participant numbers and service details.
• Support the contracting team in collecting supplier offers and comparing options.
• Follow up missing information and highlight availability or pricing issues to senior colleagues.
• Coordinate accommodation, coach schedules, meal arrangements and guide services.
• Prepare rooming lists, service vouchers, contact lists and booking summaries.
• Communicate changes in timings, group sizes and requirements to suppliers.
• Reconfirm services before arrival and share final details with the Operations team.
• Report cancellations, delays or service changes promptly and support alternative arrangements under supervision.
• Enter supplier details, rates and booking information into company systems.
• Maintain organised records of quotations, confirmations and correspondence.
• Track booking deadlines, cancellation conditions and payment dates.
• Collect invoices and supporting documents, flagging discrepancies for review.
• Assist with routine emails, spreadsheets and other team administrative tasks.

Your profile

• An interest in tourism, hospitality or travel operations.
• Previous administrative, reservations or customer service experience is welcome but not essential.
• Good organisational skills and attention to detail.
• Clear, professional communication in Spanish and English.
• Basic Microsoft Office skills, particularly Excel and Outlook.
• Ability to follow procedures, prioritise tasks and meet deadlines.
• A practical approach, willingness to learn and confidence asking for guidance.