Groups Contracts Coordinator

Travelive is a collection of trusted destination management companies (DMCs) specializing in unique travel experiences tailored to individual clients. Our destination specialties include Greece, Italy, Croatia, France, Spain, Portugal, Switzerland, Morocco, Egypt, and Turkey.

Founded by a former advisor, Travelive was built around the challenges experienced by advisors selling the world.

With offices in the US and across destinations, our dedicated teams led by Country Managers offer the benefits of working with a US company while also providing in-depth local knowledge, support, and a complete solution from 4* to ultraluxe.

Travelive expertise includes custom FIT itineraries, group and multi-generational travel, country combinations, pre-and-post cruise, shore excursions, private yacht charters, and villas. Travelive planners are available for consultation with advisors and their clients. Itineraries are completed by our in-house concierge team and all guests have access to our 24/7 in-destination support.

The Groups Contracts Coordinator supports the contracting and product management function for the Groups segment across assigned destinations. This role is critical to maintaining competitive commercial conditions, accurate product data, and smooth coordination between suppliers and internal teams.

The position works closely with senior contracts leadership while acting as a central link between external suppliers and internal departments, particularly Groups Reservations and the Data Entry and Product team, to ensure that contracted group products are correctly built, loaded, and used operationally. The role is highly execution-focused and requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key responsibilities:

Contracting Support

Support the negotiation, preparation, and maintenance of contracts for the Groups segment.
Collect, compare, and organize rates, conditions, allotments, and group-specific policies from suppliers.
Ensure contracts and commercial conditions are correctly loaded and updated in internal systems.
Monitor deadlines for contract renewals and follow up proactively with suppliers.
Communicate relevant updates to internal teams (Group Reservations Department).

Product Coordination:

Maintain updated product information for assigned destinations, with a focus on group suitability.
Support the development and optimization of group products (hotels, experiences, services).
Assist in identifying new product opportunities based on client demand and feedback.
Participate in supplier meetings, site inspections, and events when required.
Support the preparation of product materials and internal documentation.

Operations & Supplier Support:

Act as a day-to-day contact point for suppliers on contracting and operational queries related to groups.
Support Group Reservations Department to ensure smooth execution of confirmed group bookings.
Assist in resolving supplier-related issues affecting group services.
Support coordination of complex group services involving multiple suppliers or large volumes.

Process & Coordination

Follow established SOPs for contracting and product management.
Verify accuracy of product setup, collaborating with the Data Entry/Product team to ensure contracts, rates, and conditions are correctly loaded into internal systems.
Work closely with the Groups Reservations Department to ensure smooth execution of group bookings.
Assist with updates and corrections to existing products as contracts evolve.
Support coordination of services requiring higher logistical complexity (large groups, multiple services, etc.).

Reporting

Maintain and update internal tracking files (contracts, rates, supplier status).
Support the preparation of basic reports on supplier performance and contracting status.
Flag any inconsistencies, risks, or missing information proactively.

Profile & Skills Required

Bachelor's degree required (preferably in Tourism, Business, Hospitality, or a related field).
Minimum of 3 years' experience in tourism, contracting, group operations, or a related role.
Strong organizational skills and ability to manage multiple workstreams.
High attention to detail, particularly with data and contractual accuracy.
Clear communicator with strong coordination skills across departments.
Proactive, solution-oriented mindset with willingness to learn and grow.
Comfortable working with systems, product databases, and operational tools.
Proficiency in English (additional languages are a plus).

What we offer:

A unique opportunity to grow within one of the leading Destination Management Companies in the travel industry.
Competitive salary.
Friendly and professional working environment.
An international and diverse work atmosphere.
Continuous opportunities for career progression.

Compensation based on experience.

Please send a cover letter and CV to [email protected].

Only applications submitted in English and with a cover letter will be considered. Interviews will be conducted in English.

Travelive seeks individuals interested in long term career and growth prospects and offers career and salary advancement opportunities.

Travelive is an equal opportunity employer.

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