Job description for Tour quotation and event executive at WES STAYS
The Travel Agent and Tour Quotation and Event Executive will be responsible for managing customer inquiries, preparing detailed travel quotations, and coordinating tour itineraries. Key responsibilities include assisting clients with booking and itinerary planning, maintaining accurate records of travel arrangements, supporting event coordination, and ensuring excellent customer service throughout the entire process. The role also involves collaborating with internal teams and external partners to deliver seamless travel experiences and meeting sales targets. Strong communication skills and attention to detail are essential for success in this position
Key Responsibilities:
1. Quotation, Costing:
- Calculate detailed costing and prepare formal proposals and quotations for corporate retreats, incentive trips, team building, and custom tours.
- Negotiate rates with vendors, including hotels, transport providers, venues, catering, and audio-visual suppliers, to optimize profit margins.
- Maintain an up-to-date rate database for travel, accommodation, venue rentals, and event production services.
- Coordinate with sales teams to tailor itineraries and event concepts based on client requirements and budgets.
2. Event & Tour Execution
- Manage end-to-end logistics, including transport scheduling, room blocks, meal planning, and tour activity coordination.
- Source and manage event-specific vendors for AV equipment, staging, branding collateral, entertainment, and facilitators.
- Serve as the primary on-site lead or coordinator during events and tours to ensure schedules run smoothly and resolve operational issues in real time.
3. Client & Supplier Relationship Management
- Maintain clear communication with clients throughout the planning and execution phases.
- Build and sustain relationships with key industry suppliers and local DMC partners.
- Conduct post-event reconciliations, gather client feedback, and process final vendor settlements.
