Purchasing Administrative Assistant

This position is primarily responsible for assisting the Senior Buyer for Hotels in the efficient procurement of hotel space.

• 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

• 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.