Contracting Assistant

Position Overview This Contracting role supports all aspects of supplier contracting for EXO Indonesia, ensuring competitive rates, favourable terms, and seamless system integration. This role involves negotiating supplier agreements, supporting the Sales, Product, and Operations teams with contract information, and ensuring compliance with company policies and sustainability goals. Open to learn technology-driven contracting processes, including XML integrations, TourPlan management, and Agent Hub availability checks, ensuring that supplier data is accurate, accessible, and optimized for sales and operations. Key Responsibilities Contracting & Supplier Relations • Analyse contents of contracts & input main information into server for reference. • Update everyday of new offers/promotions or any amendments based on the signed contracts. • Negotiate competitive rates, allotments, free sale agreements, override deals, and tactical promotions for both new and existing supplier contracts. • Follow up countersigning contract process from both sides (hotel/restaurant and company) for official agreement. • Contribute to brochure content by securing exclusive deals and updated supplier information. • Maintain strong relationships with hotels. • Perform other tasks as required by Supervisor or Manager. Sales & Commercial Support • Provide clear and up-to-date contract information to all sales teams. • Ensure rate changes, new promotions, and updates are communicated efficiently to relevant departments. • Support Sales teams with supplier inquiries, including requests for special rates and availability. • Assist in presentations and introductions of suppliers for Sales teams when required. Technology & Systems Support • Manage XML integrations with supplier systems to streamline rate and availability updates. • Ensure TourPlan (TP) database is updated with correct pricing, availability, and allotments. • Develop and update the suppliers’ database/contact information for the company. • Cross check within the team to ensure the uploaded database/information/rates are accurate. • Support the EXO Create team by ensuring accurate supplier data is available for itinerary building. Work Relations • Work with internal & external EXO's business network. • Liaise with Accounting/Operation/Sales departments/Tourplan/Product. • Maintain good working relations with suppliers. Sustainability & Resilience Initiatives • Evaluate and promote hotels and suppliers that align with EXO’s sustainability goals. • Encourage eco-friendly practices in supplier agreements where possible. • Contribute to sustainability resilience initiatives by selecting responsible partners and implementing best practices. • Regularly monitor progress towards supplier sustainability conduct. • Demonstrate a genuine interest in promoting responsible travel and possess a strong understanding of sustainability. Qualifications • Bachelor’s Degree in Tourism or related field. • 1-2 years of experience in tourism industry. • Ability to communicate well. • Good command of English; other foreign languages are a plus. • Accurate, detail-oriented, and responsible. • Strong teamwork skills and willingness to support colleagues. Skills • Strong negotiation, interpersonal and communication skills. • Analytical thinking and strong estimating and pricing skills. • Sales & Marketing skills and ability to work under pressure. • Strong administration and self-management skills. • Good computer literacy (MS Word, Excel, PowerPoint, Gmail) and systems potential.