Contracts & Database Administrator Job in Kenya

Job Title: Contracts & Database Administrator
 

Department: Product and Marketing Department
 

Reports to: Product and Marketing Manager

Purpose

• Receive supplier contracts in a timely manner.
• Prepare Camp and third party all year packages for our partner agents and direct clients.
• Assist the sales department respond to agents in a timely manner by ensuring contract rates and published packages are readily available.
• This position also takes an active role in the profit margins the company acquires.
• Ensure confidentiality of supplier contracts.

 

Main Job Tasks and Responsibilities

• Prepare the camps non-resident excel rates & packages for direct clients/rack and the several agent rates as advised by the Product and Marketing Manager.
• Send out the camps’ non-resident agent rates to East Africa/local agents who request for agent rates as per the advised agent rates level.
• Send out camps’ non-resident rack rates to overseas our representatives.
• Update the camps on the internal shared rates path on the computer where sales & reservations personnel can access rates easily.
• Coordinate the website with updated Camp non-resident package rates.
• Send out Camp agent rates to overseas agents as per the advised rates level by the Product and Marketing Manager
• Keep a list of all agents we have sent rates to for Camp agent rates on a excel document for both local and overseas.
• Prepare a comparison analysis between close third party competitor’s property contract rates and Camps agent & rack rates
• Prepare Camp resident rack rates to be utilized mostly for walk-in clients and local agents who get an agreed commission off, this can also be utilized by overseas representatives.
• Request contract rates from third party hotels/lodges/camps in all locations of the tourism circuits in a timely manner.
• Update contract rates from third party hotels/lodges/camps on the internal shared rates path on the computer where sales and reservations personnel can access rates easily.
• Prepare Reports on Supplier materialization
• Keep records of rates increases yearly for the contract rates from third party properties given to.
• Assist sales and reservations colleagues in understanding of contract rates from third party properties and other issues where possible.
• Send notifications to sales and reservations colleagues as well as overseas representatives regarding stop sales and closure of properties unexpectedly and same to be updated on the website.
• Prepare accurate packages using third party property contract rates for overseas agent’s website and brochure programs as per their email requests.
• Confirm receipt of agent emails within 24 hours whether or not the packages or requests will be completed within the 24 hours time frame.
• Cross check the existing database raw data off TourPlan and give directional changes necessary like correct spellings, correct property names e.t.c
• Prepare the manuals off TourPlan showing selling rates for agents and rack for all properties being promoted.
• Coordinate updating of the manuals every time rates are updated or amended rates or other changes are witnessed like park fees increases.
• Coordinate the preparation of special offers monthly.
• Coordinate the preparation of wedding rates annually.
• Coordinate and supervise the website updates
• Any other duties as may be allocated by the Company from time to time.

Academic and Trade Qualifications

• Bachelors’ degree/diploma in any tours or business related field.
• Operational/user knowledge of TourPlan software as a booking platform.
• Clear understanding of contracting, interpretation and tour  package preparation
• Basic IT knowledge with a bias towards office applications including spreadsheets.

Working Experience

• Over 3 years working experience as a sales consultant or in a similar role in a category A Kato Tour Company.
• Experience as a tour consultant is an added advantage.

Personal Qualities and Behavioral Attributes

• Good oral and written communication skills.
• Attention to detail and ability to multitask.
• Ability to meet deadlines and adapt to change.
• Ability to produce accurate and timely reports using spreadsheets and word applications.
• Good moral and work ethics

How to Apply

Qualified candidates to send their CV to mycv@myjobseye.com before 20th March, 2016