Hotel Bookings & Administration Assistant

20000.00 - 22000.00 GBP Annual + Depending on Experience
14 Jun 2018
25 Jun 2018
Contract Type
Full Time
Hotel Bookings & Administration Assistant - Purfleet

Our Client have a vacancy for an experienced Hotel Bookings and Administration Assistant. The successful candidate will be responsible for the day-to-day sourcing of group space at suitable hotel accommodation, including ad hoc requests, contracting of hotel rate agreements where needed, plus allocations and maintenance of hotel information. You will also work closely with our in-house Disney team to ensure allocations, offers and promotions are fully maximised. Administration support for the ICT & SQT sales teams completes the remit.

They are looking for a highly motivated, confident individual who will be able to work as part of a team, working closely with their sales departments in order to understand and deal with their customer booking requirements, delivering the right product and price within specified deadlines.

The role will involve working with their product team to identify hotels that need rate agreements and allocations pre-booked, so that they have a range of contracted product that matches both demand patterns and, also, where they see new booking potential.

This vacancy requires someone with experience in hotel booking and purchasing and who is looking to expand their knowledge of dealing with suppliers throughout the UK, Europe and worldwide. A good level of proficiency in at least one additional European language is an advantage (fluency in written and spoken English is mandatory). The applicant must have initiative to make decisions and be able to negotiate with hotels on an ad-hoc basis, both verbally and in writing. The role provides an ideal opportunity for the right candidate to develop a more global and versatile knowledge of suppliers, contracting and destinations.

It is essential that the successful candidate has excellent geographical knowledge and understanding of tourism destinations within Europe, the UK and worldwide.


• Work closely with Hotel Purchasing Manager and Hotel Purchasing Executive
• Profiling and sourcing hotels according to ad-hoc client booking requirements
• Negotiation of wholesale group rates within budget and ensuring workable booking conditions for ad-hoc hotel reservations
• Overseeing provisional booking of hotels, administration of option deadlines and booking confirmations, making sure the booking is correctly entered into our hotel database and hotel paperwork is received, confirmed and filed
• Occasional attendance at trade exhibitions may be required (including weekends)
• Acceptance of the need to travel and be away on business overnight as necessary, although this will be minimal and advance notice will be given
• Identifying destinations and periods where hotel allocations may be required, negotiating rate agreements, pre-booking allocations, maintaining contact information and inputting data
• Occasional hotel inspections may be required
• Sourcing hotel images and creating hotel descriptions as and when needed
• Maintaining and developing relationships with hotels and hotel suppliers
• Identifying hotel product likely to produce sales interest and within estimated required budgets
• Agreeing wholesale group pricing and conditions for targeted hotel product to be used for promotion
• Solving any booking, customer service or contractual issues with suppliers
• Liaise closely with the in-house Disney team to maximize bookings and sales potential
• Provide admin and telephone support to the NCG teams including: -

??? Preparing costings and quotations
??? Chasing signed quotations and deposit payments
??? Maintaining and updating client profiles
??? Ensure that client and competitor brochures are obtained and filed
??? Auditing client questionnaires about the quality of tours operated

Candidate Knowledge and Skills Required

• A team player, organising work in the hotel department, also coordinating work with sales and product managers.
• Knowledge/experience of Disneyland Paris an advantage.
• Strong organisational and administrative skills
• Ability to multi-task and plan daily, weekly and monthly activity for the hotel department and with other relevant departments
• Professional and confident telephone manner
• Excellent geographical knowledge of the UK, Europe and worldwide
• Computer literate with Word and Excel skills
• Attention to detail is a must
• Educated to at least A' level (or equivalent) - English, Maths & Geography preferable
• Driving license and own transport recommended due to the office location


Following a probationary period, a basic guideline salary of GBP20-22K per annum, commensurate with experience will be offered and reviewed annually in December.

Probationary Period

There will be an initial probationary period of three months. Should either party wish to terminate the relationship; during your probation, under one month's service no notice period is required, one month up to successful completion of your probationary period a one week notice period is required. Once you are engaged with us full-time, a one month notice period will be required.

Working Hours

Standard office hours are Monday to Friday from 09.00 to 17.30hrs.
Overtime Policy
During the week, any time worked in the morning or evening beyond the standard working hours, will not be paid. For weekend overtime, a day off in lieu will be provided for each full day worked.
All overtime must be approved in advance by the Line Manager.

Holiday Entitlement

A minimum 22 days per annum, increasing to 28 days according to length of service, pro-rated accordingly, plus bank holidays will apply. Holiday requests will need to be completed and submitted to the Line Manager via our online system. At least one month's notice should be given, where possible, in order to arrange appropriate cover.

Other Benefits

A workplace pension scheme following three months of continuous service.
Concessionary travel with our Client - following six months of continuous service.
Staff discounts on selected travel products.

Renato Recruitment is acting as an employment agency for this full time permanent role

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