At Ignite Recruitment Services we strongly believe in “being of service” to our clients. We make it a point to ensure that the experience candidates and clients have with us is only a positive one.
Our client is now looking for a Venue Sourcing Manager.
Job Title: Venue Sourcing Manager
Reports To: Senior Venue Sourcing & Supplier Relations Manager
Team: Experience
Job Purpose:
To provide expert venue sourcing support for the Event Management team, ensuring all conferences, meetings, and incentive events meet and exceed client objectives.
Key Responsibilities:
Venue Sourcing Management
* Receive and process Requests for Proposals (RFPs) or briefs from the Account Management team, sending detailed proposals to appropriate venues, hotel groups, or Destination Management Companies (DMCs).
* Leverage sourcing platforms like Cvent or other direct contact methods for specialized searches.
* Critique venue offers, ensuring compliance with client briefs and company standards, while proactively addressing potential event challenges.
* Maintain and expand venue and destination knowledge through site visits, educational trips, and familiarization tours.
* Provide expert advice to the Account Management team, including participation in client meetings and calls when necessary.
* Build and maintain a repository of destination and venue knowledge for internal use and external promotion.
* Negotiate rates, commissions, added-value items, and workable option dates with suppliers.
* Ensure accurate timelines, priorities, and reporting throughout the proposal process.
* Manage multiple currencies and tax breakdowns with confidence.
Client Governance
* Adhere to client-specific Service Level Agreements (SLAs) and company guidelines for all venue sourcing requests.
* Ensure client preferences and requirements are well-understood and reflected in proposals.
* Maintain compliance with GDPR and other relevant regulations.
Contracts and Contract Addendums
* Ensure familiarity with and adherence to client and company-specific contract procedures.
* Negotiate terms and conditions with suppliers to minimize client exposure to cancellation charges while ensuring profitability.
* Document negotiation outcomes, highlighting any contractual risks to the Account Management team.
* Oversee the handover process, ensuring operational teams have all necessary documentation.
Budgeting and Negotiations
* Provide accurate cost estimates to the Account Management team for budgeting purposes.
* Track annual spending with hotel chains to facilitate year-end supplier reporting.
Supplier Relationships
* Coordinate supplier meetings, ensuring relevant team members are involved in networking opportunities.
* Manage invitations for expos, “lunch and learns,” and familiarization trips.
* Assist the Senior Venue Sourcing & Supplier Relations Manager in maintaining supplier relationships and contracts, including Cvent.
* Update supplier databases and feedback trackers regularly.
General Responsibilities
* Collaborate with all teams to ensure the seamless delivery of client projects, including on-site support as required.
* Attend training sessions, company meetings, and industry events as necessary.
* Actively contribute to the company’s ethos of continuous improvement and exceeding client expectations.
Key Attributes:
* Proactive, solution-focused mindset with exceptional organizational skills.
* Strong negotiation and analytical capabilities.
* Excellent communication skills for client-facing interactions and team collaboration.
* Passionate about delivering high-quality, impactful event solutions.
Our Culture:
The company’s guiding principle is to foster meaningful connections through innovative and impactful events. By blending creativity with wisdom and flawless execution, we strive to exceed client expectations and create unforgettable experiences.
Join a team that values imagination, excellence, and a relentless pursuit of extraordinary results