Contracting Specialist

About the role

The Contracting Specialist is responsible for developing and executing regional buying strategies, negotiating & managing vendor contracts and ensuring compliance with legal and regulatory standards. This role involves collaborating with internal teams to optimize purchasing processes, monitor vendor performance and drive cost efficiencies. Additionally, the Contracting Specialist supports the team through training, market intelligence and audits - all while promoting the company’s social enterprise goals and maintaining high-quality service standards.

Responsibilities

Vendor Management & Relationships

• Build and nurture relationships with existing vendors and proactively identify and source new vendors when needed. Leverage these relationships to drive innovation and propose creative solutions to operational challenges.

• Negotiate vendor contracts to maximize cost effectiveness, ensuring the organization is the preferred partner, while meeting business requirements and service standards.

• Monitor customer feedback and vendor Standard Operating Procedures (SOPs) to ensure contracted services meet or exceed expectations, including safety and quality standards.

• Manages vendor relationships, including conducting regular performance evaluations and initiating RFPs (Requests for Proposal) at least every three years or as needed to ensure optimal contract terms, quality and cost-effectiveness.

Strategy & Market Awareness

• Develop and execute the regional Buying strategy to ensure alignment with the organization’s cost objectives and service standards.

• Develop and maintain awareness of the competitive marketplace by gathering local market intelligence - enabling informed decisions related to purchasing and vendor relationships.

• Assist in the development of the regional Buying strategy, aligning it with the overall business strategy and organizational goals.

Contract Management & Compliance

• Input and manage vendor and contract data in the internal system, ensuring compliance with business rules and accuracy in record-keeping.

• Ensures vendor compliance with all legal and regulatory requirements, collecting necessary documentation like vendor information forms, insurance and standard operating procedures to minimize organizational risk.

• Negotiates favorable vendor terms, including dates and rates, aligning with project briefs and block sheets.

Collaboration & Stakeholder Communication

• Collaborate with internal stakeholders to optimize regional purchasing and resource utilization, ensuring maximum value and operational efficiency.

• Communicate financial results, cost estimates and forecasts clearly and effectively to internal teams to meet project deadlines and expectations.

• Collaborate with the Legal team to ensure that all contracts are aligned with corporate policies.

• Provide accurate and detailed tour information to the Content Coordinator as required, ensuring smooth operations and timely delivery of tour-related content.

Budgeting & Financial Management

• Update and maintain the region’s budget accurately and in a timely manner, ensuring all financial data is current and aligned with the organization’s financial goals.

• Collaborate with Finance and Operations teams to ensure timely and accurate payment processing, ensuring vendors are paid according to the terms of the contract.

Team Leadership & Development

• Lead and conduct regional audits to assess vendor performance, compliance and adherence to contract terms - ensuring continuous improvement in service delivery.

• Provide training and support to the Contracting Coordinators on best practices for contract management, vendor negotiations and maintaining compliance with internal processes.

• Support and guide the regional team in travel style training and requirements, ensuring all team members are aligned with the organization’s standards and best practices.

• Bachelor’s degree or higher in a relevant field, or equivalent professional experience.

• A minimum of 2 years' experience in travel, contracting, buying or operations within the region - with a strong understanding of industry-specific processes.

• Proven expertise in negotiating vendor rates and services, including managing vendor communications and maintaining strong relationships to ensure the delivery of high-quality services.

• Solid knowledge of western tourism markets and industry trends, with the ability to leverage this understanding for strategic decision-making.

• Experience in the buying, tour leading and operations cycle - with a comprehensive understanding of end-to-end processes and their impact on business performance.

• Proven ability to collaborate effectively with cross-functional teams, fostering strong relationships and delivering results through teamwork.

• Proficiency with contract management systems and vendor management tools, ensuring accurate data input and seamless contract execution.

• Solid understanding of regional market dynamics and competitor activities to inform strategic decisions on vendor relationships and purchasing.

• Experience in managing and updating budgets accurately and in a timely manner, ensuring financial goals and standards are met.

• Excellent communication skills, both oral and written, in English and the regional language - with the ability to convey information clearly and effectively to diverse stakeholders.

• Strong organizational and time-management skills, with the ability to manage multiple tasks and meet deadlines while maintaining attention to detail.

• Proven administrative and management capabilities, particularly in organizing contracts, vendor relationships and team coordination.

• This role is a hybrid role based out of Peru, where a minimum number of days as set by the region, is required in the Lima office.

***QUALIFIED APPLICANTS MUST HOLD APPROPRIATE CITIZENSHIP OR DOCUMENTS PERMITTING THEM TO RESIDE AND WORK IN PERU**

We thank all interested candidates; however only those chosen for an interview will be contacted.