Project Manager – Congress Accommodation Executive.

About Kuoni Tumlare:

At Kuoni Tumlare , we deliver truly inspiring and innovative solutions and experiences that create value both for our Partners and Society at large. Our wide portfolio of products and solutions is built on 100+ years of destination management experience.

Our solutions include series tours, technical visits, educational tours, Japanspecialist travel consulting, as well as meetings, incentives, conferences, and exhibitions. Our product portfolio includes MyBus excursions at destinations as well as guaranteed departure tours devised and delivered by our Seat-in-Coach specialists, Europamundo (EMV) and MyBus Landcruise.

We cater to a wide range of customer needs in close collaboration with our trusted suppliers and powered by our team of destinations experts - enabling us to make a real difference to the world.

About the Business:

Our Destination Management services form the core of our business. Together with our destination experts, our sales teams generate business and shape itineraries suited to our customers’ needs with real-time insider knowledge. We take care of everything from ground support, hotel bookings, sightseeing, restaurants, and local guides; all while providing 24/7 customer support so that travelers from over 50 countries can enjoy memorable travel experiences worry-free.

The Job:

The Project Manager Congress Accommodation Executive is responsible for sourcing, contracting and coordinating hotel accommodation for international congresses. The role manages hotel partnerships and room-block commitments from initial destination research and proposal development through contracting, operational handover, congress delivery and financial closure, ensuring commercially sound terms, accurate documentation, controlled risk and a high level of client and supplier service.

Responsibilities:

- Hotel sourcing and destination assessment

Research suitable hotels and accommodation solutions based on congress location, delegate profile, room-night demand, event dates, transport links and client requirements.
- Prepare destination and hotel availability overviews, comparing location, category, capacity, rates, facilities, accessibility and operational suitability.
- Engage hotels, hotel groups, convention bureaux and local partners to identify inventory and secure competitive accommodation options.
- Maintain accurate hotel and destination information in internal databases, project trackers and sourcing tools.

- Accommodation contracting and negotiation

Lead hotel negotiations for guest-room allotments and, where required, related meeting space or services.
- Negotiate commercially competitive rates, commissions or margins, complimentary-room policies, upgrades, concessions, payment schedules and other value-added benefits.
- Negotiate and document cancellation, reduction, release, attrition, minimum-stay, no-show, force-majeure, relocation and liability conditions that appropriately protect the company and client.
- Review hotel contracts for operational, commercial and financial accuracy before signature, following the applicable internal approval and signature process.
- Monitor contracting deadlines and ensure that amendments, addenda and changes to room blocks are documented and approved.

- Project and stakeholder management

Manage multiple international congress accommodation projects and contracting workstreams simultaneously, with clear timelines, ownership and status reporting.
- Act as a central point of contact for hotels during the sourcing and contracting phase, coordinating closely with Congress Project Managers, Housing Operations, Finance, Sales and other internal stakeholders.
- Contribute hotel content, commercial assumptions and contracting status to client proposals, budgets, project plans and internal handovers.
- Build trusted relationships with hotels and clients while communicating clearly, professionally and proactively across cultures and time zones.
- Escalate material availability issues, contractual exposure, missed deadlines or financial risks promptly, together with practical solutions.
- Data entry hotel
- Develop hotel benchmarking and rates
- MICE quotation preparation (Excel / PowerPoint)

- Commercial and financial control

Prepare and maintain accommodation budgets, rate comparisons, cost and margin calculations, deposit schedules and financial exposure summaries.
- Validate that negotiated terms are correctly reflected in operational systems, client proposals, supplier commitments and financial forecasts.
- Coordinate with Finance on supplier setup, deposits, invoices, VAT treatment, accruals, reconciliations and final project closure.
- Monitor room-block performance and recommend timely reductions, releases or renegotiations to minimize risk and protect profitability.
- Support accurate and timely closure of congress projects, including outstanding supplier balances, credits, recoveries and final reporting.

- Operational readiness and congress delivery

Ensure a structured handover of signed hotel agreements, key dates, room types, rates, concessions, contacts and contractual obligations to the Housing Operations team.
- Support allotment control, hotel status updates, rooming-list requirements, booking conditions and operational briefings when required.
- Participate in site inspections, hotel briefings and onsite congress support where necessary.
- Contribute to post-congress reviews, supplier evaluation and lessons learned to improve future sourcing, contracting and delivery.

Requirements

Requirements:

- Professional education in Tourism, Hospitality, Event Management, Business Administration or a related field.
- At least 2 year(s) of working experience in the related field
- Practical experience in congress accommodation, hotel contracting, group travel, hospitality, a Professional Congress Organizer (PCO), DMC, hotel group or event environment.
- Demonstrated ability to negotiate hotel room blocks and interpret group accommodation contracts and commercial terms.
- Strong numerical and analytical skills, with confidence working with rates, room-night volumes, deposits, penalties, budgets and margins.
- Excellent organization and attention to detail, with the ability to manage several projects, contracts and deadlines at the same time.
- Advanced working knowledge of Microsoft Excel and strong overall MS Office skills; experience with congress, housing, CRM or project-management systems is advantageous.
- Excellent written and spoken English. Spanish and additional European languages are an advantage.
- Clear communication, stakeholder-management, problem-solving and decision-making skills in an international environment.

We are looking for someone who is:

- Passionate and want to learn tourism business especially wholesale
- Enjoying working in back office & operations
- Team player and with good communication skills
- Result oriented, creative and energetic.

What we offer:

- Opportunity to work in an international environment.
- Diverse & Inclusive culture.
- Learning and training opportunities for growth.
- Dedicated Employee Engagement Activities.