Job Posting for Purchasing Administrative Assistant at Xanterra Travel Collection
Overview
This position is primarily responsible for assisting the Senior Buyer for Hotels in the efficient procurement of hotel space.
Responsibilities
Research and contact hotels for space availability and initial pricing through direct contact and RFP’s
Review and compare hotel vendor contracts with Holiday Vacations’ contract
Generate and file Peak 15 and supplier contracts, confirmations and deposit information
Maintain current, organized files and status charts on hotel contracts including signatures
Send credit applications to hotels
Update vendor service information in Peak 15 system as required
Send required deposits/prepayments
Maintain effective communication and professional relationships with suppliers as well as serve as a liaison with suppliers in Senior Buyer’s absence
Enter supplier contract details in Peak 15 system
Request additional space and special requests with domestic and international hotels as needed
Send status reports and room reductions or room increases to hotels; keep other departments advised of inventory adjustments
Advise hotels of changes to tours that are within 10 days of departure including sending arrival/departure times, trip interruptions, and guest cancellations
Advise hotels of tour cancellation and document cancellations
Proof print materials for hotel elements
Proof rooming lists from vendors
Other duties as assigned
Qualifications
Associate degree in related field and/or equivalent work experience
Works effectively and displays a positive can-do attitude with a variety of personalities and situations
Must exercise good judgment, decision making and problem solving
Strong telephone communication skills and etiquette
Must be highly organized and detail-oriented
Strong written and verbal communication skills
Ability to handle multiple tasks
Fast learner who can expertly navigate between multiple systems
Skilled in Microsoft Office programs, Microsoft Access preferred
Typing skills-35 wpm
Basic math skills
Working Conditions: Work is performed in the corporate headquarters in Eau Claire, Wisconsin. Hours of work will generally be during the regular business week. There will be some variation in hours due to the time of year and department demands.
Ability to sit for extended periods of time, regularly access files (some walking, bending, stooping, and lifting of light/medium materials). Frequent mental and visual concentration required for computer usage.
Salary.com Estimation for Purchasing Administrative Assistant in Eau Claire, WI
$49,354 to $65,458
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