Meetings & Events - Venue Sourcing Specialist

Amex GBT is a place where colleagues find inspiration in travel as a force for good and – through their work – can make an impact on our industry. We’re here to help our colleagues achieve success and offer an inclusive and collaborative culture where your voice is valued.

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As a Sourcing Specialist, you’ll be the primary client liaison and lead for assigned programs. You’ll negotiate critical program components based on knowledge of client requirements from initial request through contract completion and turnover; this includes recommending supplier and destinations options and solutions while considering client requirements.

As part of our Meetings & Events (M&E) team, you’ll have access to all the resources of the leading business travel management company. With in-house venue sourcing, planning, business intelligence, travel management, technology, and sustainability teams, you’ll be supported in your role, make a difference in the communities we support, and have endless opportunities to build your career journey with us.

What You’ll do on a Typical Day: ​

Process Management

• Review meeting request and conducts meeting qualification call with client.
• Develop and implement program and profit/negotiation strategy to achieve best price and/or improvement consideration with suppliers, supporting the specific needs of the client.
• Utilize knowledge of domestic and international destinations to recommend appropriate sites. Maintain knowledge of new destination options, value-priced destination options and promotional offerings.
• Gather all the information vital to properly source and place an event on behalf of a client, including standard availability grids from designated technology tool.
• Initiate RFP process to secure appropriate room blocks, logistical event needs, and pricing from hotels and other suppliers.
• Qualify proposals to resolve if appropriate and competitive.
• Negotiate and confirm critical program components with supplier(s) and team, utilizing basic terms and conditions, and/or modifying pre-existing master policies to meet individual client requirements.
• Meet client deadline providing availability grid based on client standards, and review with client and team.
• Review all supplier contracts prior to finalization, ensure both program specific and generic terms and conditions are accurate and legally protective of both American Express M&E and the client, including attrition dates, cancellation policies, etc. Use appropriate authorization and addendum form to ensure consistency and accuracy.
• Conduct final negotiations with selected suppliers for best possible pricing and concessions to meet savings and spend expectations.
• Build meeting records in the designated meeting management system, and complete all internal documentation for the program prior to turnover.
• Conduct additional negotiations with supplier(s), such as DMC companies, and all other third party suppliers, pre and post-sale, to improve costs, profitability and/or terms of targeted program components.
• May participate in program re-negotiations or cancellation negotiations, as required.

Financial and Reporting Responsibilities

• Advise Meeting Management Team and customer of initial deposit requirement, and secures payment.
• Responsible for accurate program forecasting and updating business management systems with accurate financial and estimated budget and cost savings information as needed.
• Maintain tracking information of all tentative, sold, and canceled programs in business program management system.
• Maintain accurate records, system input, and complete file management as outlined in American Express M&E and client policies and procedures.

What We’re looking for:

• Minimum of 5 years of experience in event or meeting management, at least 4 of which are in venue sourcing, required.
• Sophisticated oral and written presentation skills in English language required.
• Strong experiences in hotel buying required.
• Knowledge of international sourcing and destinations required. Knowledge of meeting management and F&B planning for attendees desired.
• Knowledge of travel supplier operations, overall capabilities/range of services.
• Operations experience in hospitality industry or equivalent a plus.
• Prior successful experience in developing and maintaining key client and supplier relationships.
• Prior experience in optimally balancing multiple projects/demands.
• Shown interest in technology and/or software solutions and analytical skills required.
• Preferred Additional: Experience in using meeting industry technology (like Cvent) a plus.
• Ability to work remotely, in shifts and support Europe time zone and APAC time zones (for India) is required.

Location

The #TeamGBT Experience

Work and life: Find your happy medium at Amex GBT.

• Flexible benefits are tailored to each country and start the day you do. These include health and welfare insurance plans, retirement programs, parental leave, adoption assistance, and more.

• Travel perks: get a choice of deals each week from major travel providers on everything from flights to hotels to cruises and car rentals.

• Develop the skills you want when the time is right for you, with global tuition assistance, access to over 20,000 courses on our learning platform, leadership courses, and new job openings available to internal candidates first.

• We strive to champion Diversity, Equity, and Inclusion in every aspect of our business at GBT. You can connect with colleagues through our global Inclusion Groups, centered around common identities or initiatives, to discuss challenges, obstacles, achievements, and drive company awareness and action.

• Wellbeing resources to support mental and emotional health for you and your immediate family.

• And much more!

All qualified applicants will receive equal consideration for employment without regard to age, gender identity (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), sexual orientation, race, color, religion, creed, national origin, disability, veteran status, citizenship or marital status. It is our policy to maintain an equal-opportunity environment free from intimidation, harassment or bias for our candidates, colleagues, clients and suppliers.

We are committed to providing reasonable accommodation to individuals with disabilities. Please, let your recruiter know if you need an accommodation at any point during the hiring process. For more details, please consult GBT Recruitment Privacy Statement.

What if I don’t meet every requirement? If you’re passionate about our mission and believe you’d be a phenomenal addition to our team, don’t worry about “checking every box;" please apply anyway. You may be exactly the person we’re looking for!