The Contracting and Product Development Supervisor will take the lead in handling all supplier relationships in Japan, including negotiating new and/or existing contracts with suppliers. The role will also develop new products for Japan, maintain existing products for the Japanese market, provide updated products and services to support the Sales team in REP & TOI HQ, assist the Regional Product Supervisor with administration tasks, and support the Marketing team with tour and marketing information.

Supplier Relations & Contracting

Be responsible for the negotiation and administration of contracts with all suppliers: hotels, cruises, DMCs, transport suppliers, restaurants, fees, etc. throughout Japan.

• Conduct supplier TENDERS & COMPARISONS when necessary to ensure that the best and most competitive suppliers are being used.
• Develop relationships with our preferred suppliers to ensure the company receives the most favorable rates and services.
• Check all contracts to ensure that there is accurate & adequate information before sending to the CM for signing.
• Send signed contracts to suppliers as well as filing the signed contracts and saving a scanned copy on the company’s local and centralized database.
• Be responsible for updating and timely submission of the annual Inter-Company Tariff, meet the deadlines set and ensure the regular updating of revised prices and service amendments, send to Saigon Head Office to upload onto Tour Plan software.
• Cross-check within the team to ensure the uploaded database/information/rates are accurate.
• Inform all necessary departments if there is any change in service costs, hotel renovations, room upgrades, special promotions, and so on. Ensure the timely submission of the same.
• Be responsible for creating specific tariffs for individual direct agents according to requirements.
• Take the lead in negotiating with suppliers to secure discounted services for the company’s Agents and Staff where required, negotiate barter agreements for wholesale partners, allotment, and special amenities with hotels/suppliers.
• Meet visiting suppliers & agents as required to discuss contract issues.
• Be aware of new and up-and-coming products and services that will aid the development of your role in both MICE and Product. Report the same to MICE, CPM, CM, and RPM for further advancement/contracting.
• Assist in the maintenance of the following:

1. Maintain preferred hotel/restaurant lists.
2. Maintain festival list.
3. Maintain country destination guides.
4. Maintain weather charts.
5. Maintain pre-departure information.
6. Maintain maps creation and printing.
7. Maintain pocket guides.
8. Maintain product factsheets: hotel.
9. Maintain photo database.

• Support the Reservations/Sales Department in securing contracts and rates for new suppliers as requested by our clients/agents/Head Office. Send requests to suppliers and follow up with suppliers to get the fullest of answers in a timely manner.

Product Development, Communication & Quality

• Take the lead in researching new products and touring options, packaging modules into multi-day itineraries, and promoting them to all necessary departments and stakeholders within the company.
• Take the lead in researching and identifying new hotels, boats, transportation and proactively keep current with our existing hotels’ promotions and news.
• Suggest new Tailored Experience and other products for custom itineraries based on requests from sales or agents.
• Continually update existing products to ensure content details are unique, accurate, properly priced, and in TP.
• Coordinate and facilitate staff inspections and reporting.
• Solicit product input from sales, operations, guides, MICE; keep RPM informed.
• Research industry news and keep the Japan team informed.
• Develop training documentation for sales teams to increase product and destination knowledge.
• Develop and deliver training on products (hotels, restaurants, and other services) for the sales team when needed.

Resource & Database Management

• Take the lead in maintaining product resources on the Japan office product server and collecting and coordinating updates and changes from country Supervisors.

1. Maintain preferred hotel/restaurant lists.
2. Maintain festival list.
3. Maintain country destination guides.
4. Maintain weather charts.
5. Maintain pre-departure information.
6. Maintain maps creation and printing.
7. Maintain pocket guides.
8. Maintain product factsheets: hotel.
9. Maintain photo database.
10. Organize database in a user-friendly manner, maintain accuracy, and communicate to all key stakeholders.
11. Manage the suppliers’ photo gallery and brochure storage.
12. Develop and update the suppliers’ database/contact information for the company.

Sales Support

• Support the Reservations/Sales Department in securing contracts and rates for new suppliers as requested by our clients/agents/Head Office. Send requests to suppliers and follow up with suppliers to get the fullest of answers in a timely manner.
• Assist Sales and Head Office in the negotiation of special deals for series and ad-hoc group business.
• Monitor levels of customer satisfaction and complaints. Communicate the same to our suppliers to ensure that the highest levels of service are provided at all times.
• Support Reservations in the handling of complaints where such needs to be further escalated for reasons of severity.
• Recommend product for customized itineraries (non-tariff quotations handled by sales).
• Monitor emails and respond to sales VN/Japan inquiries within the agreed-upon time frame.

Reporting, Management & Supervisory

• The role reports directly to the Japan Product Supervisor who alongside each respective General Supervisor will determine the direction of duties, priorities, and requirements of the role. Daily reporting is to the CM who is responsible for discipline and defining the localized needs of the business.
• Determine and delegate work and responsibility to your staff/team member(s) and set clear objectives, deadlines, and define the standards and quality of work required.
• Set KPIs, manage and monitor performance. Review in accordance with company guidelines and policy.

Salary based on experience and ability

Insurances according to the Labor Code

Other benefits according to the company

• Graduate in Tourism, Hospitality, Economics or Business preferred
• Knowledge of tourism, geography, foreign cultures
• Have  JNTO travel license to support company establishment
• Fluent Japanese communication skill (~N1)
• English Business Level
• Thorough understanding of MS Office (Excel, Word, PowerPoint etc.)
• Able to work as a team member.
• Good Communication Skills
• Excellent Planning skills
• Minimum 2 years in Travel
• Personal travel within the region
• Flexibility to work overtime
• Ability to work under pressure