Hotel Partnerships Coordinator
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AI Summary
Coordinate hotel partnerships by managing annual contracting, rate verification, and data maintenance across distribution platforms. Support marketing efforts by organizing property assets and coordinating internal operational instructions.
Main Responsibilities
-Contracting & Hotel Partner Management
Support annual contracting season, including agreement collection, renewal follow-ups, rate sheet updates, addendums, and signed contract organization.
-Track contract expirations, pending agreements, missing information, renewal deadlines, and updated partner terms.
-Review agreements and flag key details such as NET rates, commissions, breakfast inclusions, resort fees, blackout dates, cancellation policies, deposit terms, and booking instructions.
-Update hotel partnership trackers with contract status, NET terms, amenities, inclusions, contacts, and internal notes.
-Assist with rate verification by comparing NET vs. BAR and confirming correct margins, inclusions, and rate setup.
-Help verify rate loads in SynXis, DerbySoft, or other hotel distribution platforms.
-Follow up with hotel partners regarding pending contracts, rate loads, missing details, blackout dates, images, descriptions, and updated contacts.
-Enter and maintain hotel information in Tourcube, including room categories, descriptions, inclusions, resort fees, taxes, amenities, booking instructions, contacts, and internal notes.
-Keep Excursionist’s hotel partnership tracker and CRM updated with accurate contacts, meeting notes, contract status, partnership changes, and follow-up reminders.
-Clean and organize hotel data to avoid duplicates, outdated contacts, missing information, or inconsistent details.
-Support data entry projects related to rates, images, descriptions, taxes, inclusions, and hotel content.
-Flag urgent items and help keep partner communication organized.
-Marketing & Content Support
Request and organize updated hotel assets, including high-resolution images, logos, fact sheets, brochures, descriptions, seasonal offers, and amenity details.
-Maintain shared folders with current hotel marketing materials, property descriptions, room information, and selling points.
-Support internal hotel presentations, property summaries, cheat sheets, webinar materials, and partner highlights as needed.
-Support mail merges and partner campaigns for contracting season, festive availability, trade show follow-ups, and department-wide announcements.
-Internal Coordination & Operations Support
Update booking instructions and internal notes so the operations team knows how to book each property and who to contact.
-Flag issues related to partner responsiveness, rate discrepancies, missing inclusions, resort fees, unclear booking procedures, or outdated information.
Requirements
-Strong written communication skills, with the ability to draft professional emails to hotel partners, sales teams, and internal departments.
-Comfortable speaking with hotel partners by email and phone when needed.
-Very detail-focused, especially when working with NET rates, contract terms, room categories, inclusions, resort fees, blackout dates, codes, and booking instructions.
-Strong Excel and Google Sheets skills are required, including VLOOKUP, Pivot Tables, IF formulas, INDEX/MATCH, filtering, sorting, and maintaining clean data.
-Tech-savvy and comfortable learning systems such as Tourcube, CRM tools, SynXis, DerbySoft, shared drives, and hotel distribution platforms.
-Highly organized and able to manage trackers and folders, deadlines.
-Collaborative and comfortable working remotely with an international team across product, sales, operations, and management.
Benefits
✔Competitive salary
✔ Prepaid medicine
✔ Life insurance
✔ Indefinite-term labor contract, with all legal Colombian benefits.
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