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Leads and executes vendor sourcing negotiations for meeting and events as assigned by the Global Travel Director & Strategic Sourcing Manager, with specificfocus oneventsbeingheldinIndia(theteamsources175+/-meetings andeventsperyeartakingplaceintheUnitedStates,Canada,andIndia). Vendors may include but are not limited to: event management companies, audio visual providers, and event venues (i.e. hotels, convention centers, restaurants, exhibit halls).
Responsiblefor strategic development and execution of RSM’s India based travel program to include meeting with firm leadership and key travelers to evaluate travel desk needs in India, establish a list of tools, technology, and vendors required to functionally support the travel program, RFP and contract with these vendors, draft travel booking guidance documents and travel policy in support of cost savings and avoidance. Involved in day-to-daymanagement ofIndia employee domestic and international travelservices.Dutiestoinclude(but notbe limited to): assisting employeestomake,updateandcancel air,hotel, andgroundtransportation arrangements;ensuringemployeetravelrequestsare withinfirmpolicyand align with intended budgets; collaborates with other internal teams to ensure travel policy and individual travel requests are in compliance with other relevant policies and procedures (specifically Global Mobility and Finance); and manage India travel vendor relationships in collaboration with the firms Global Travel Director.
EssentialDuties(Requiredduties that employeesmustaccomplish. Performanceismeasured)
MeetingsandEvents - 20%
1.Liaise with key functional group personnel to understand strategy and meeting specifications to develop RFP’s to sendtovendors,ensuringrequestsareincompliancewithregulatoryrequirementsandfirmpoliciesandprocedures.
2.Initiate RFP’s and obtain vendor bids using firm approved technology (Cvent) as well as working directly with approvednationalsalescontactstoidentifyandselectsuppliersthatmeetqualitystandards.Reviewoffers andmake vendor recommendations based on many factors including specifications of the event,budgets, vendorrating/reviews, vendors willingness to negotiate and accepts firms preferred contract terms, and overall product/service value.
3.Negotiatecontracts,obtainingbestvalueratesfor productsorservicestoinclude(butarenotlimitedto)rooms, food &beverage(F&B),audiovisual(AV), eventmanagementcompanies, andotherfrequently purchasedmeeting/event necessities.
4. Ifnecessary,workwithcontractedvendorstonegotiateandamendagreementsasrequired.
BusinessTravel - 50%
1.Strategically develop and implement a fully functioning travel desk in India.
2.Intaketravelrequestsfromemployeesensuringtheyhaveappropriatepre-approvalsfortravel,arewithintravel policy, and ensuring the employee is aware of other relevant tasks to be completed prior to traveling.
3. Submittravelrequeststofirmapprovedtravelvendorsformakingreservations,negotiatingcosts,andensuring reservations are made in accordance with firm policies.
4.Manages reservationchanges/cancellationsbetweentheemployeeandthetravelvendor,keepingaccuratelogsof any credits for future usage.
5.Maintainsdetailedrecordsrelatedto:travelspend,bookings,vendorfeedback,andemployeeissues/challenges.
6. Managestheday-to-dayrelationshipwiththeIndiatravelvendorsandescalates anyissuestotheGlobalTravel Director as required.
OperationalTasks - 25%
1.Managingsupplierperformance,includingregularreviewsandauditstoensurequalitystandards,deliveryschedules and cost-effectiveness and advise with respect to vendor disputes.
2.Developandmaintainstrongsupplierrelationships,ensuringopencommunication,mutualrespect,andaspiritof partnership.
3.Manageandmaintainprocurementandvendordatabases,ensuringthatrecordsandotherrelateddocumentsare up-to-date, accurate, and readily accessible.
4.Monitormarketconditionsandindustrytrends,stayinginformedaboutnewproductsandservicesandidentifying potential opportunities for cost savings.
5. Provideregularreportsandupdatesonissuesrelatedtoprocurementactivities,goals,budgets,andperformanceto the management team.
Otherdutiesas assigned - 5%
EDUCATION/CERTIFICATIONS
Required–bachelor’sdegreeinrelatedfieldortheequivalentthrougha combination of education or work experience.
TECHNICAL/SOFTSKILLS
1. Required–basicknowledgeofexcel,wordandwordprocessing. Preferred – prior experience working in Cvent
2. Required–deepunderstandingofthetravelindustry,andtheabilityto implement and employ strategies and negotiate costs
3. Required–basicunderstandingofcontractlawandabilityto understand contractual language
4. Required-can-doapproachandproblem-solverwhocanrespond quickly, concisely, and expeditiously
EXPERIENCE
1. Required – 3-5 years Travel Management experience
2. Required – 3-5 years strategic sourcing experience – travel category Required–1-3yearsprojectmanagement/meetingplanningexperience Required–Experiencemanagingvendoragreements andrelationships Required – Experience negotiating contract terms and conditions, recognizing specific needs for travel provider contracts
3. Required–provencost-benefitexperienceandsavingsintravel negotiations
4. Preferred–knowledgeof contractingprocess workflowand automated contracting systems
LEADERSHIPSKILLS
1. Required–superiororalandwrittencommunicationskills
2. Required–abilitytointeracteffectivelywithalllevelsoftheorganization and with vendors
3. Required–exceptionallisteningskills
At RSM, we offer a competitive benefits and compensation package for all our people. We offer flexibility in your schedule, empowering you to balance life’s demands, while also maintaining your ability to serve clients. Learn more about our total rewards at https://rsmus.com/careers/india.html.
RSM does not tolerate discrimination and/or harassment based on race; colour; creed; sincerely held religious beliefs, practices or observances; sex (including pregnancy or disabilities related to nursing); gender (including gender identity and/or gender expression); sexual orientation; HIV Status; national origin; ancestry; familial or marital status; age; physical or mental disability; citizenship; political affiliation; medical condition (including family and medical leave); domestic violence victim status; past, current or prospective service in the Indian Armed Forces; Indian Armed Forces Veterans, and Indian Armed Forces Personnel status; pre-disposing genetic characteristics or any other characteristic protected under applicable provincial employment legislation.
Accommodation for applicants with disabilities is available upon request in connection with the recruitment process and/or employment/partnership. RSM is committed to providing equal opportunity and reasonable accommodation for people with disabilities. If you require a reasonable accommodation to complete an application, interview, or otherwise participate in the recruiting process, please send us an email at careers@rsmus.com.