Supplier Operations Coordinator

Backroads B.V.; Utrecht; On-site; EUR 42,000 - 64,000; Full time

Job summary

Backroads is seeking a Supplier Operations Coordinator in Utrecht, Netherlands, to secure subcontractor dates and negotiate rates for seasonal contracts.

You will own subcon contracts and vendor relationships in assigned regions, communicating with partners and internal teams to keep records and itineraries updated.

This role requires strong communication, problem-solving, and Excel proficiency to manage schedules and costs effectively.

Qualifications

• Strong communicator with extensive correspondence.
• Phone negotiation for logistics and contracts.
• Detail-oriented with high-volume vendor management.
• Independent yet collaborative across teams.
• Reliable in meeting deadlines and managing priorities.

Responsibilities

• Secure sub-contractor dates and negotiate seasonal contracts.
• Collaborate with Trip Experts and Regional Leads to update systems by deadlines.
• Audit reports for added/cancelled service dates and inform vendors.
• Ensure required COIs are obtained and filed timely.
• Maintain clear communication with stakeholders across departments.
• Coordinate with team to secure subcontractors and adjust bookings.
• Update itineraries and supplier records when changes occur.
• Own contract documentation and keep records accurate.
• Identify vendor or service risks and communicate them promptly.

Skills

Strong Communicator

Phone Confident

Organized & Detail-Oriented

Independent and Collaborative

Problem-Solver

Relationship Builder

Credible

Persuasive & Analytical

Tools

Excel

Job description

Who You Are:

Do you love talking to people and have a passion for travel and being active outdoors? Do you have a deep-rooted desire to help others and prepare them for a positive active travel experience of their own? Do you have great attention to detail and you’re comfortable working in a fast-paced environment? If you answered yes to these three questions, we may have an opportunity for you!

About the Department:

The Supplier Operations team is part of our greater Trip Development Department, comprised of contract administrators and data specialists located in Berkeley, CA and Utrecht, Netherlands.

The team is responsible for reaching agreements with our 3,500+ subcontracted vendors and partners, which include some of the world’s most remarkable restaurants, transportation vendors, and experience providers.

This team is focused on building relationships and confirming services with our partners in a timely manner that yields the best outcome for both the vendor and Backroads, and plays a key role in providing amazing experiences for our guests.

About the role:

The Supplier Operations Coordinator plays a critical role within the TD Supplier Operations organization, working closely with our vendors & partners and internal stakeholders both in the office and the field. This role will be responsible for efficiently securing all scheduled subcontractor dates as well as negotiate rates with vendors. This role will effectively “own” subcon contracts and vendor relationships in their assigned regions. You'll be a great fit for this position if you are comfortable engaging in conversation & negotiations via email and over the phone with our partners, working within a team, and effectively managing priorities and meeting deadlines.

What you'll do:

• Efficiently secure sub-contractor dates and negotiate rates for seasonal contracts.
• Collaborate with Trip Experts and Regional Leads to ensure all systems are accurately updated by the Post-Season Update deadline.
• Regularly audit internal reports for added or cancelled service dates, and proactively communicate changes to vendors.
• Ensure all required Certificates of Insurance (COIs) are obtained and filed in a timely manner.
• Communicate clearly and professionally with key stakeholders across departments and in the field.
• Coordinate with relevant team members to secure sub-contractors and adjust bookings based on assortment changes or operational needs.
• Update itineraries and supplier records when services are changed, denied, or newly confirmed.
• Take ownership of contract documentation and ensure records are maintained accurately across shared systems.
• Identify and escape vendor or service-related risks to relevant stakeholders in a timely manner.

What you'll need to be successful:

• Strong Communicator. You will have extensive correspondence and must be fluent in our systems, timelines, guidelines, and terminology.
• Phone Confident. You're comfortable picking up the phone to clarify contract details, confirm logistics, and keep things moving—especially when email won't suffice.
• Organized & Detail-Oriented. With high volumes and complex vendor arrangements, success hinges on your ability to track the details while managing tight timelines.
• Independent and Collaborative. You’re confident working autonomously, but also actively contribute to cross-functional team discussions and shared goals.
• Problem-Solver. You anticipate roadblocks and proactively develop solutions to logistical, contractual, or operational challenges.
• Relationship Builder. You cultivate trust with internal partners and vendors, ensuring smooth collaboration even under pressure.
• Credible. You quickly gain subject-matter knowledge and establish yourself as a dependable resource across the organization.
• Persuasive & Analytical. You blend negotiation savvy with data-backed decision-making to get the best results for Backroads.
• Excel Pro. You’re highly comfortable working with complex spreadsheets, detailed cost breakdowns, and large data sets.

Work Environment:

Utrecht, Netherlands 4 days in office

About Backroads:

Founded in 1979, Backroads is the world’s leading guest-focused travel company, offering luxury Biking, Hiking & Walking, and Multi-Adventure Trips for active people of all ages and experience levels. But we’re more than a travel company —we’re pioneers in crafting extraordinary experiences that bring people closer to the world and each other. We blend innovation, precision, and an unrelenting drive for excellence, drawing strength from our roots as a long-standing, family-run, global company.

We are dynamic, resilient and invest deeply in our people and our guests. We set the benchmark in active travel and raise it every year.

Why Backroads:

Backroads is built on sustainable growth, a transparent culture and a high-caliber team. We empower employees to deliver exceptional experiences and share our story with pride. You’ll work alongside dedicated, competent and active colleagues in an environment that values collaboration, balance and continual improvement. We move fast, act with integrity and strive for high-quality results.

Backroads is an equal opportunity employer.

We celebrate diversity and are committed to creating an inclusive environment for all employees.

I can't imagine a better way to travel the world than under your own power and in the company of like-minded adventurers.

Sure, Backroads provides superb accommodations and meals, amazing Trip Leaders and unforgettable local encounters. But whether you’re sticking with the group or breaking off on your own, all of our planning and support are ultimately aimed at one simple thing: giving you the flexibility you need to discover the world on your own terms.

Tom Hale, Founder & President