Location: Cape Town, South Africa
Start Date: Immediately
Hybrid: No
The Contracting and Rates Administrator is responsible for the administration, maintenance, and quality control of supplier contracts, rates, and product information across Southern African destinations. The role supports the Product Department by ensuring accurate supplier data management, timely loading and verification of rates within internal systems, and effective coordination with suppliers and internal teams. The position plays a key role in maintaining strong supplier relationships, supporting operational efficiency, and ensuring the accuracy and integrity of product and rate information.
– Request, receive and analyse Supplier STO rates, terms and information.
– Assist with the negotiation of STO structures and supplier terms as required by your Line Manager.
– Request and track supplier insurance documentation, and POPIA compliance confirmations.
– Update and maintain the internal Rates Tracking Sheet with all supplier information across all destinations.
– Update Tourplan with relevant Supplier information (e.g., notes, VAT, contact, bank details, preferred, blacklisted, and TOP & Medium suppliers).
– Conduct thorough rate checks within our booking system (Tourplan NX) according to our checking guidelines and procedure, ensuring a high quality standard.
– Maintain and update the Preferred Supplier List, Blacklisted Suppliers, Specials Sheets (e.g. activities, festive season conditions, single supplements) and the Supplier Library.
– Log all product-related feedback in internal systems (i.e. Tourplan, CRM, SharePoint, Rates Tracking Sheet etc) to ensure internal visibility.
– Assist with supplier feedback queries.
– Communicate product updates and information to relevant team members as required.
– Assist team members and departments with product information and support as required.
– Assist with and attend to rate queries. Collaborate with the Terra Nova Sales Team to address rate queries
– Assist with supplier reporting as required.
– Assist with ad-hoc product tasks and internal projects as needed, i.e. creating and maintaining of supplier lists etc.
– Attend site inspections & workshops as required.
– Maintain and grow supplier relationships.
– Meet specified deadlines given by Product Manager.
– Practice clear, concise, and professional communication with internal teams and suppliers.
– Attend all required team and company meetings.
– Adhere to all Terra Nova Company Procedures while performing duties.
– Matric / Grade 12
– Diploma in Tourism (beneficial)
– At least 3 years working experience within the Travel Industry.
– Knowledge of Tourplan system is an advantage.
– Knowledge and understanding of supplier contracting processes within the travel and tourism industry.
– Ability to analyse and interpret supplier rates, contracts, and product information accurately.
– Strong written and verbal communication skills.
– Strong administrative and organizational skills with high attention to detail.
– Excellent time management skills with the ability to manage multiple tasks and meet strict deadlines.
– Strong communication and interpersonal skills with the ability to build and maintain professional relationships with suppliers and internal stakeholders.
– High level of accuracy and quality control in data capturing and rate checking.
– Ability to work independently as well as collaboratively within a team environment.
– Strong problem-solving skills and ability to resolve queries efficiently.
– Proficiency in Microsoft Office Suite, particularly Excel.
– Experience working with Tourplan (advantageous)
– Competitive salary with performance-based incentives.
– Opportunities for Career Growth and Development.
– Travel perks and discounts.
– A dynamic and supportive work environment.
Please send your application detailing your relevant experience along with your earliest Start Date and Salary Expectations to [email protected].
At Terra Nova Tours, we pride ourselves on delivering unforgettable travel experiences across Southern Africa. As a leading Destination Management Company (DMC), we are committed to providing exceptional service and unique itineraries for our clients.
With our Head Quarter in the scenic city of Cape Town, South Africa, and a strategic presence in Windhoek, Namibia, we are perfectly positioned to deliver authentic and immersive travel experiences throughout Southern and Eastern Africa. Our services include Tailor-made Individual Travel, Group Travel, Scheduled Tours, and Meetings and Incentives.
As part of our team, you will have the opportunity to work in a dynamic environment, surrounded by like-minded individuals who share your passion for travel. If you are ready to contribute to creating memorable travel experiences while growing your career, we invite you to apply.
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