Buyer Assistant

Overview

COMPANY SUMMARY

At Holiday Vacations, our mission is to enrich lives with valued travel experiences. We offer inclusive guided tours led by professional Tour Directors to more than 70 destinations on six continents. We travel by air, motor coach, trains, and cruises on itineraries that bring the destination alive for our guests. We are headquartered in Eau Claire, Wisconsin and are a subsidiary of Xanterra Travel Collection, the largest national park concessionaire in the U.S. Xanterra also owns other tour operator and cruise line brands including VBT Bicycling Vacations, Country Walkers, and Windstar Cruises.

POSITION SUMMARY

We are seeking a detail-oriented and proactive Buyer Assistant for Hotels to support our Senior Buyer for Hotels in efficiently procuring hotel space and managing supplier relationships. This role involves contract negotiations, maintaining supplier communications, and ensuring smooth tour operations by securing high-quality accommodations. The ideal candidate is highly organized, analytical, and eager to develop their skills in hotel procurement and contract management.

Responsibilities

CORE COMPETENCIES: At Holiday Vacations, a successful Buyer Assistant for Hotels demonstrates:

• Accountability, ability to take ownership for actions and outcomes, embrace feedback, make improvements when needed, and work diligently to uphold high standards in all aspects of work.
• Collaboration, ability to work effectively with others by leveraging individual strengths, fostering a cooperative environment, actively listening, sharing ideas, and respecting diverse perspectives to build strong, effective teams.
• Communication Skills, ability to convey information clearly and effectively across various channels, actively listen to others, and tailor messages to ensure understanding and engagement with diverse audiences.
• Negotiation, ability to find common ground, manage conflicts, and reach mutually beneficial agreements that create win-win outcomes.
• Attention to Detail, ability to review work thoroughly, ensure accuracy and precision in all tasks, focus on small but critical aspects of projects, and identify and correct errors to maintain quality and efficiency.
• Critical Thinking, ability to analyze situations carefully, identify potential challenges, evaluate solutions, and approach problems methodically using logic and creativity to make informed decisions that lead to successful outcomes.
• Organization & Prioritization, managing time and resources effectively, meet deadlines, deliver high-quality results, break down tasks, set clear priorities, and adjust as needed to stay focused on the most critical objectives while balancing competing demands.

AREAS OF RESPONSIBILITY

• Research and contact domestic and international hotels for space availability and initial pricing through direct outreach and Requests for Proposals (RFPs).
• Assist in reviewing, comparing, and negotiating hotel vendor contracts to align with Holiday Vacations'' terms and standards.
• Enter, track, and maintain supplier contract details in the Peak 15 system.
• Generate and maintain organized supplier contracts, confirmations, deposit information, and status charts.
• Send credit applications to hotels and ensure timely processing.
• Send required deposits/prepayments and manage financial transactions related to hotel contracts.
• Serve as a primary liaison with hotel suppliers and maintain effective communication and professional relationships.
• Manage space requests, special accommodations, and changes to hotel bookings.
• Monitor inventory adjustments, send status reports, and coordinate room reductions or increases.
• Advise hotels of last-minute tour changes, including arrival/departure times, guest cancellations, and trip interruptions.
• Document and manage hotel contract cancellations as needed.
• Proof hotel details in print materials and verify accuracy of rooming lists received from vendors.
• Assist with additional duties and projects as assigned to support the Procurement and Product teams.

Qualifications

KNOWLEDGE, SKILLS, AND EXPERIENCE

• Associate degree in purchasing, supply management, hospitality, business, or a related field required; bachelor's degree preferred.
• Minimum of one year of experience in hotel procurement, contract negotiation, or purchasing preferred.
• Experience in the travel or hospitality industry is a plus.
• Strong proficiency in Microsoft 365 (Excel, Outlook, Word, and Teams) and familiarity with travel-related software systems.
• Excellent analytical, organizational, and communication skills (both verbal and written).
• Ability to handle multiple tasks and adapt to changing priorities in a fast-paced environment.
• Experience with supplier negotiations and contract management, particularly with hotels.
• Strong attention to detail and ability to manage extensive documentation.

WORKING CONDITIONS AND ARRANGEMENTS

Work Location: The location for work is the Holiday Vacations corporate headquarters in Eau Claire, Wisconsin. The office environment may have moderate noise levels from office equipment and verbal interaction. This is not a remote position; the successful candidate must live in the State of Wisconsin and be within a reasonable commute to Eau Claire, Wisconsin.

Schedule: Work hours are generally during the regular business week, but there may be variations due to the time of year and department demands. This position follows a hybrid work arrangement, involving three days working in the office and two days working from home, based on the department's needs. However, additional office days may be required to meet business demands.

Physical Requirements: The job requires the ability to sit for extended periods of time and frequently walk and lift or carry up to 35 lbs. May require bending, twisting, stooping, grasping, and reaching outward or above shoulders, lifting/carrying and pushing/pulling up to 50 lbs.

TECHNICAL AND HOME-OFFICE REQUIREMENTS

• Must have a distraction-free workspace/environment with space for a desktop computer with two monitors.
• Must have a stable power source and internet connection, including a dedicated high-speed internet and ethernet connection.
• Connection cannot be wireless, Wi-Fi extenders, Wi-Fi repeaters, or hotspots.
• Ability to plug in your equipment to modem/router during work times.

BENEFITS

For full-time employees, Holiday Vacations offers a comprehensive benefits package including: Medical, Dental & Vision; HSA & FSA; Life & Disability; Accident, Hospital & Critical Illness; Pet Insurance; Paid Time Off and Holiday Paid Time Off; 401(k) with Company Match; Employee Assistance Plan; Education Assistance; and Employee Discounts and Travel Deals.

EEO

Holiday Vacations is committed to a diverse and inclusive workplace. We are an equal-opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, pregnancy, genetic information, protected veteran status, or any other legally protected status.