Contracting & Admin Assistant

Contracting & Admin Assistant

• Category: Assistant, Tourism
• Type : Job Opportunity
• Location: Phnom Penh
• Schedule: Full-time
• Salary: Negotiable

• Negotiate the contracting of rates, special offers, terms & conditions with partners in the EXO Travel supply chain
• Analyze contents of contracts, and cross-check within the system team to ensure input main information accurately into the system and meet the deadline of request.
• Update every day of new offers/promotions or any amendments based on the signed contracts.
• Follow up countersigning contract process from both sides (hotel/restaurant and company) for official agreement (store in database only).
• Inform all concerned departments if there is any change in service costs, hotel renovations, room upgrades, and special promotions.
• Prepare supplier website demonstrations and Assist in the creation of hotel presentations for Sales or agents when necessary.
• Negotiate, Conduct investigations into any technical changes or contractual disputes and
• Perform other tasks as required by the Manager.
• Make and renew the credit application form with the hotels.
• Assist and coordinate with for Agents the hotel safety checklist.
• Maintain and update the Contracting Schedule Report and Allotment Schedule Report.
• Maintain close relationships with all existing EXO suppliers in the destination and establish contact and build relationships with potential new suppliers in the destination.
• Coordinate with the marketing team in Bangkok to process and establish the Explorer Magazine, LUXE by EXO Brochure, MICE Brochure, Website advertising and Professional Guide Book.
• Create and update tools for Sales, Product, and Marketing including:
• PDF factsheets and presentation files of preferred hotels, restaurants and boats.
• Excel documents for promotions and construction for staff, guide or agent training
• Raise awareness and communicate on sustainability issues relating to our destinations to our current and potential suppliers (waste management, water treatment, energy reduction policy etc.) through EXO responsible travel policy.
• Send EXO sustainability addendum clauses to all suppliers, especially new supplier
• Provide advice to suppliers to assist them in becoming an EXO Responsible Operator.
• Office Maintenance & Office Stationeries
• Employee Relations, Health & Safety and Insurance
• Assist on compliance Document process if needed
• Work Relations
• Work with internal & external EXO's business network
• Liaise with Accounting/Operation/Sales departments/Tourplan/Product
• Maintain good working relations with suppliers.