Proposal & Sourcing Manager

meetingprotocol; United States; Remote; USD 90,000 - 120,000; Full time

Job summary

Scout, a leader in life sciences meeting services, is hiring a Contracts & Sourcing Manager for a remote role. You will act as the client liaison, source hotels, build line-item budgets, and negotiate terms. The ideal candidate has extensive sourcing experience and excellent Excel budgeting skills.

Join a fast-paced team focused on integrity, value, and meeting excellence, with opportunities for growth and professional development.

Qualifications

• Bachelor’s degree or equivalent experience.
• Five years in sourcing, project, event, or meeting management with at least 2 in procurement.
• Proven negotiation skills and client/supplier relationship experience.
• Proficiency in Microsoft Office, especially Excel, and budgeting knowledge.
• Ability to manage multiple projects in fast-paced environments.
• Coachable with a growth mindset and proactive problem-solving.

Responsibilities

• Act as sourcing lead and first point of contact with your clients.
• Guide clients through the sourcing process and add insights for informed decisions.
• Create and send meeting specifications to hotels.
• Be thoughtful in hotel choices, prioritizing customer satisfaction, value, and compliance.
• Review hotel offers for dates, rates, and space adequacy.
• Create meeting budgets in Excel using Scout templates (currency conversion included).
• Negotiate terms and contract addenda with hotels using Scout processes.
• Build a final meeting budget to present to the client and the Meeting Planner.
• Maintain high quality, professionalism, and integrity in all work.
• Complete required initial and ongoing training within a reasonable timeframe.

Skills

Negotiation

Client relationships

Budgeting

Sourcing

Project management

Excel

Communication

Attention to detail

Multi-tasking

Team player

Education

Bachelor’s degree or equivalent experience

Tools

Excel

Microsoft Office

Job description

Established in 1995 and rebranded toScoutin 2024, we built our foundation on planning meetings for numerous organizations within the life sciences sector (Scout Meetings). In response to emerging industry needs, we expanded our services to include Scout Clinical, one of the top providers of clinical trial patient reimbursements and travel.

Scout is recognized as a leader in our field for innovation in service, attention to detail, our stellar team members, and making the complex easier. If this interests you, we’d love to have you join our rapidly growing team!

Position Summary:

We are looking to hire a talented, eager, and skilled Contracts & Sourcing Manager to join our team in a remote position. The Contracts & Sourcing Manager acts as the client liaison and will compile meeting specifications, source appropriate hotels for availability, create line-item budgets for each available hotel, and negotiate contract terms and conditions with hotel(s).

Responsibilities of this position include but are not limited to:

• Act as the sourcing lead and first point of contact with your clients
• Guide your clients through the sourcing process, add insights and value to help them make an informed decision
• Create and send meeting specifications to appropriate hotels
• Be thoughtful in your hotel choices and recommendations, keeping customer satisfaction, value, and compliance top of mind
• Review hotel offers to verify true ability to accommodate meetings (verifying dates, rates and ensuring meeting space is of adequate size and flows well)
• Creating meeting budgets in Excel for client review using proprietary Scout template (often this includes currency conversion)
• Effectively negotiate concessions, terms, and conditions and then contract selected hotels using Scout processes and hotel contract addendum
• Build an accurate final meeting budget to present to the client and pass along to the Meeting Planner
• Maintain the highest level of quality, professionalism, and integrity in everything you do
• Complete all required initial and ongoing training within a reasonable or provided timeframe

The ideal candidate will have the following experience, skills, and knowledge:

• Bachelor’s degree or equivalent experience
• Minimum of five years of experience in sourcing, project, event, or meeting management, at least 2 of which in procurement, required
• Proven negotiation skills
• Prior successful experience in developing and maintaining key client and supplier relationships
• Prior experience in effectively handlingmultiple projects/demands
• Strong knowledge of program/event/meeting management and budget maintenance
• Proven aptitude for technology and/or software solutions and analytical skills required
• Proficient at Microsoft Office Suite, especially Excel
• Eager to learn and develop, with a high level of coachability and growth mindset
• Timely, professional, courteous correspondence and communication with clients, vendors, and colleagues
• Attention to Detail
• Well Organized with an ability to Prioritize and Multi-Task
• Thrive in fast-paced environments, maintaining performance under pressure
• Self-motivated and results-driven, while following instructions to achieve optimal outcomes
• Innovative problem solver, using critical thinking to address challenges proactively
• Collaborative team player, fostering positive relationships with colleagues and clients

This is a remote position.

Scout offers a competitive compensation and benefits package that includes contributions to your HSA and 401k. Visit our website at www.scoutclinical.com or follow us on LinkedIn for other employment opportunities.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER