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Venue Sourcing Manager, Meetings & Events

Expired Job

Madison Performance Group New York , NY 10017

Posted 1 week ago

The Madison Travel Group, a Madison Company, is a meeting planning and incentive travel company, located in New York, NY. We work with corporate clients to create, plan and operate their events and meetings all over the world. The most important thing we do is create meaningful connections.

The Venue Sourcing Manager, Meetings & Events will be responsible for spearheading the sourcing process and hotel contract execution for all client programs and serving in a leadership role within the Strategic Sourcing team. The Venue Sourcing Manager, Meetings & Events consults with internal and external clients during research of destinations and hotel properties as well as hotel contract negotiations to ensure client requirements are met, serving as the expert in both areas while instilling confidence in clients and colleagues. Key internal stakeholders could include VP, Travel Operations, Director of Travel Operations, Account Directors, and Account Managers depending on the project. Superior client service and client consultation are the primary focus of this role. Project management skills and the ability to manage multiple clients and projects simultaneously are necessary for success in this position. Communication skills and positive attitude are essential.

Essential Functions

Venue Sourcing Manager, Meetings & Events Responsibilities

  • Leads high volume accounts to ensure client sourcing process is in alignment with internal operations
  • Member of the Strategic Sourcing team, assists with qualification and scope of sourcing projects
  • Nurture hotel supplier relationship with Account Director, Strategic Sourcing
  • Manage large projects that require input, involvement and direction from multiple departments, as examples; joint selling with industry partners, new business solutions beyond sourcing, RFPs.

Manage Sourcing Process

  • Qualify program requirements and lead the destination and hotel site research for client meeting and incentive programs
  • Review function space and sleeping room blocks to ensure only viable options (aligned with stated requirements) are presented to client
  • Prepare, launch, and manage RFP lead in required technology (CVent)
  • Collaborate with Air Department to obtain and evaluate air analysis as necessary to determine lift for specific destinations
  • Track information on all tentative and definite hotel leads, ensuring all option dates are considered, regularly and pro-actively communicating updates to colleagues and clients
  • Maintain regular communication with all suppliers to keep them informed on RFP status, ensuring appropriate space is being held or released on a timely basis
  • Prepare an availability summary/recommendations for client review
  • Coordinate and/or manage pre-sale site inspections, as necessary
  • Negotiate and contract between 100-200 programs worldwide on an annual basis understanding the scope of this position is dependent upon assigned Account/Programs and may vary between clients

Contract Negotiation

  • Negotiate hotel contracts, maximizing savings and minimizing liabilities based on knowledge of client requirements from initial request through contract completion
  • Conduct final negotiations with selected suppliers for best possible pricing and concessions to meet savings and spend expectations
  • Review all hotel contracts prior to finalization, ensuring both program specific and basic terms and conditions are accurate and legally protect both client and Madison
  • Be familiar with and apply both Madison and client specific addendum terms and conditions as required
  • Present final contracts to client working with the Account Manager
  • Participate in contract re-negotiations or cancellation negotiations, as required (i.e. program cancellations, natural disasters, hotel construction)
  • Complete required internal documentation for internal turnover and conduct program turnover for all programs, following the Madison process

Budget and Financial Management

  • Initiate vendor contacts for information and pricing on assigned programs
  • Proactively negotiate pricing to the program budget with hotel and destination pricing to create reasonable preliminary budgets in accordance with Madisons process and systems
  • Implement overall program negotiation strategy to achieve best value for client
  • Negotiate and track cost savings throughout hotel contract execution in accordance with Madisons process and systems
  • Advise Account Manager & Director of Travel Operations of additional deposit schedule during turnover process
  • Establish direct billing with hotel properties (if required)
  • Affinity and understanding of budgeting and program costing

Client Consultation (internally and externally)

  • Provide recommendations for destination and hotel options and consult with clients throughout the decision-making process
  • Work closely with the client and Account Manager to confirm program objectives are addressed, maintaining an open line of communication client to ensure understanding of expectations and client satisfaction
  • Actively keep up to date with industry trends, property renovations/construction and destination information and share expertise with clients as applicable
  • Represent Strategic Sourcing in client presentations
  • Attend site Familiarization (FAM) trips as appropriate, to acquire destination knowledge

Supplier Partner Management

  • Serve as a positive steward of Madison brands in the industry
  • Adhere to Madisons policies regarding appropriate and professional client interaction
  • Build and maintain strong supplier relationships through active participation in industry events and Madison hosted supplier events
  • Utilize preferred suppliers for quality of service, volume purchasing and maintaining organizations supplier relationships
  • Advise team members as appropriate regarding new or revised information from suppliers
  • Performs other duties as assigned

Qualifications

  • Bachelor's degree or a combination of education and work-related experience is required
  • Advanced destination and hotel property knowledge with desire and willingness to continually expand knowledge both domestically and internationally
  • Minimum of 5-7 years experience within the meeting and incentive industry, Proficiency in Microsoft Office products, especially Excel and PowerPoint, Gmail and CVent.
  • Experience with supplier management software is preferred
  • Experience in hotel buying required
  • Proven Negotiation skills
  • Strong knowledge of program/event management and budget maintenance
  • Proven aptitude for technology and/or software solutions and analytical skills required
  • Operations experience in hospitality/travel industry or equivalent a plus
  • Pharmaceutical HCP compliance experience required
  • Familiarity working with Congress Organizers and Housing Bureaus within both State and Country Compliance Programs
  • Understanding of transparency regulations such as Sunshine Act
  • Experience in project, event or meeting management, with a minimum of 2 years of which are in procurement required

Requirements

  • Bachelor's degree or a combination of education and work-related experience is required
  • Advanced destination and hotel property knowledge with desire and willingness to continually expand knowledge both domestically and internationally
  • Minimum of 5-7 years experience within the meeting and incentive industry, Proficiency in Microsoft Office products, especially Excel and PowerPoint, Gmail and CVent.
  • Experience with supplier management software is preferred
  • Experience in hotel buying required
  • Proven Negotiation skills
  • Strong knowledge of program/event management and budget maintenance
  • Proven aptitude for technology and/or software solutions and analytical skills required
  • Operations experience in hospitality/travel industry or equivalent a plus
  • Pharmaceutical HCP compliance experience required
  • Familiarity working with Congress Organizers and Housing Bureaus within both State and Country Compliance Programs
  • Understanding of transparency regulations such as Sunshine Act
  • Experience in project, event or meeting management, with a minimum of 2 years of which are in procurement required

Benefits

Madison offers a competitive compensation and benefits package, including medical, dental, vision, life insurance, LTD, STD, Flex Spending, 401(k), Tuition Reimbursement, and TransitChek.

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Venue Sourcing Manager, Meetings & Events

Expired Job

Madison Performance Group