Job Description

Function / Title: Contracts and Rates Specialist

Department: Product

Location: Cape Town / Hybrid

Reports to: Head of Product

Job Purpose

The Contracts and Rates Specialist is responsible for ensuring the accurate and efficient flow of supplier contracting data and pricing information across internal teams and systems.

This role plays a critical part in maintaining accurate, complete, and timely product and rate loading, supporting Product, Reservations, Systems, Finance, and Sales teams. Through strong supplier coordination, attention to detail, and effective process management, the role ensures pricing accuracy, minimises revenue leakage, and contributes to delivering competitive and high-quality travel products.

Key Responsibilities

Supplier Contracting & Rate Coordination

• Request, review, and manage annual and seasonal supplier contracts, including rates, commission structures, and terms and conditions.
• Assist with rate negotiations, including payment terms, cancellation policies, and value-added offerings.
• Validate contract information and ensure accuracy of Contract Management Summary Notes (CM Notes).
• Proactively follow up on outstanding supplier documentation to ensure timely onboarding and contract completion.
• Maintain organised records of contracts, rate sheets, and supplier agreements.
• Support the compilation of agent tariffs and product offerings.
• Assist with override agreements and supplier negotiations where required.
• Collect and track all required third-party compliance documentation (e.g. insurance, codes of conduct).
• Resolve bottlenecks in the contracting process efficiently.
• Maintain strong, ongoing relationships with suppliers.
• Support the growth and maintenance of API integrations and system connectivity.

Quality Control & Discrepancy Management

• Verify supplier and product information including rates, validity dates, inclusions, and terms.
• Capture and update rate information within internal systems and spreadsheets.
• Ensure accuracy of product and rate information across internal systems and agent platforms.
• Investigate and resolve rate discrepancies and agent queries.
• Conduct regular quality checks and spot audits to ensure accuracy of loaded information.
• Work closely with Systems and Reservations teams to ensure data integrity and usability.

Reporting & Tracking

• Maintain and update trackers for:
• Contract status (requested, received, under review, loaded)
• Override agreements
• Brochure participation
• Rate discrepancies
• Track outstanding supplier submissions and follow up accordingly.
• Provide reporting insights to support product and operational efficiency.
• Assist with research on new properties and product offerings.
• Support product and systems-related developmental projects.

Collaboration & General Support

• Support Product, Reservations, Sales, and Systems teams with contracting queries and requirements.
• Maintain clear and consistent communication across departments.
• Attend training sessions, product presentations, and educational trips where required.
• Stay informed on industry trends and competitor offerings.
• Contribute to continuous improvement initiatives and internal processes.
• Ensure deadlines are consistently met and service delivery standards are upheld.
• Maintain confidentiality of sensitive business information.

Skills & Competencies

• Strong attention to detail and high level of accuracy.
• Excellent analytical and problem-solving skills.
• Strong organisational and time management abilities.
• Effective communication and stakeholder engagement skills.
• Ability to work in a fast-paced, deadline-driven environment.
• Strong administrative and coordination skills.
• Proactive, solutions-driven, and a strong team player.

Qualifications & Experience

• Relevant Travel & Tourism qualification.
• Minimum 3+ years’ experience within a tour operating or DMC environment.
• Essential: Practical experience using Tourplan (product loading preferred or FIT reservations experience).
• Experience reading and interpreting supplier contracts.
• Strong proficiency in Microsoft Excel, Word, and Outlook.
• Good knowledge of Southern Africa travel products and geography.
• Excellent English communication and writing skills.

Working Relationships

• Internal: Product, Reservations, Systems, Finance, Sales Teams
• External: Suppliers and industry partners

Performance Measures

• Accuracy and completeness of contract and rate loading.
• Timeliness of supplier onboarding and contract processing.
• Reduction in rate discrepancies and revenue leakage.
• Quality and reliability of product and pricing data across systems.
• Effectiveness of cross-functional support and communication.