Contracts & Rates Specialist

Craven Cottage CC; Wes-Kaap; On-site; ZAR 300,000 - 450,000; Full time

Job summary

Craven Cottage CC in South Africa seeks a Supplier Contract and Rate Coordinator with at least 3 years of experience in the tour operating industry. The role involves reviewing rate contracts, negotiating with suppliers, and maintaining accurate records.

The ideal candidate will have a Travel & Tourism qualification, practical experience with Tourplan, and a strong analytical mindset. Proficiency in Microsoft Office applications and attention to detail are essential for success in this dynamic role.

Qualifications

• At least 3 years of experience in the tour operating/DMC industry.
• Experience using Tourplan product setup system.
• Proficiency in reading and interpreting supplier contracts.

Responsibilities

• Request and review annual and seasonal rate contracts.
• Assist with negotiating rates and payment terms.
• Maintain organized records of supplier contracts.
• Support negotiations with suppliers for better terms.

Skills

Travel & Tourism qualification

Analytical skills

Strong geographical knowledge of Southern Africa

Organisational skills

Attention to detail

Proficient in Microsoft Excel

Proficient in Microsoft Word

Proficient in Microsoft Outlook

Education

Travel & Tourism qualification

Tools

Tourplan

Job description

Supplier Contract and Rate Co-ordination:

• Request and review of annual and seasonal rate contracts from suppliers, review year on year increases, commission structure and terms and conditions
• Assist with negotiating rates, payment terms, cancellation conditions, child / guide policies and payment terms with suppliers
• Mitigate risks through proactive validation of Contract Management Summary Notes and instruction accuracy from Product Managers
• Proactively follow up on outstanding information and documentation from suppliers to ensure complete and timely supplier onboarding and contract loading.
• Maintain organised records of supplier contracts, rate sheets and agreements.
• Maintain up-to-date contracting templates and documentation to support efficiency and consistency.
• Assist in compiling product shelf / tariffs for agents.
• Assist Product team with requesting and tracking override agreements.
• Support negotiations with suppliers in cases of requesting better commission structures, value adds, overrides, better payment terms and cancellation terms.
• Collect, verify and track compulsory third‑party additional documentation requirements for all suppliers.
• Ensure that any bottlenecks in contracting processes are speedily resolved.
• Support the sales, systems and reservations teams with contracting requirements and queries.
• Research properties and special offers available and negotiate special offers and product offerings according to market requirements.
• Correspond with suppliers on a regular basis establishing and maintaining good relationships.
• Support the growth and maintenance of API integration with Tourplan and other platforms

Quality Control, Rate and Terms Query Resolution and Discrepancy tracking:

• Verify and track supplier and product information including validity dates, inclusions, child policies, and cancellation terms, guide policies / credit facilities / payment conditions and follow up with suppliers on outstanding requirements.
• Capture and update rate information on spreadsheets or internal systems.
• Oversee the checking of the Agent Portal to verify product information and terms and conditions that are loaded via the Tourplan system and ensure they appear accurately on the agent’s contract / tariff.
• Trouble shoot agent queries related to Agent Portal information provided through the Tourplan system.
• Ensure product loading accuracy against agent and reservations needs, working closely with the Systems Supervisor to ensure contract and rate information is accurately communicated through the Tourplan system, assisting with spot checks of the Agent Portals to verify product and rate information.

Developmental Projects, Reporting and Tracking:

Maintain tracker reports for:

• Contract status (POD) (requested / received / under review / loaded
• Override agreements.
• Brochure participation
• Rate discrepancies.
• Track and report on outstanding supplier submissions.
• Research properties and new products
• Support product and systems in developmental projects that align product structure with supplier and technical needs.

Requirements:

• Travel & Tourism qualification.
• At least 3 years + experience in the tour operating / DMC industry
• Practical experience using Tourplan product set up system loading experience or Reservations FIT Tourplan (Destination Specialist / Consultant) experience
• Practical experience reading and interpreting supplier contracts.
• Proficiency in Microsoft Excel, Word, and Outlook
• Strong analytical skills with high accuracy and attention to detail
• Good Southern Africa geographical and product knowledge
• Excellent English language and grammar skills
• Strong organisational and time-management abilities
• Results-oriented with the ability to work effectively in a fast-paced environment and meet deadlines.
• Be aware of our competitors’ products.