About the role
We are looking for a BEC Contracting & Event Operations Lead/Assistant Manager/Manager who will be a part of the BuyerForesight Events Concierge (BEC) team to manage end-to-end contracting process for venues, accommodations, transportation, catering, other ground services required to delivery successful events globally. This role demands strong negotiation skills, vendor relationship management, and a deep understanding of MICE industry. The ideal candidate will ensure that all contracted services are in line with budgetary constraints, client expectations, and BEC’s operations efficiency.
Responsibilities
- Venue Contracting and Requisition Delivery
- Identify, negotiate, and secure venues such as hotels, restaurants, exotic properties, and event spaces for meetings and conferences.
- Assess venues for suitability, capacity, pricing, and compliance (e.g., permits, fire codes, accessibility).
- Negotiate rental contracts, cancellation and refund policies, and additional service offerings such as catering, AV equipment, and concierge services.
- Coordinate and manage all requisitions from initiation to completion.
- Collaborate with internal stakeholders to gather requirements, establish objectives, and define deliverables.
- Collaborate with FinOps to close and negotiate favorable contracts with vendors.
- Vendor & Supplier Management
- Source and contract event vendors, catering services, transportation providers, and logistics partners.
- Establish and nurture long-term partnerships with key global players to get negotiated rates and bulk discounts without compromising quality.
- Negotiate flexible cancellation policies, extended payment terms, and customized packages for long-term relationships.
- Cost & Budget Management
- Monitor all expenses related to contracted vendors.
- Ensure alignment with the budget by tracking spending against allocated budget to avoid overages.
- Coordinate with finance to ensure vendors are paid as per the agreed timelines to avoid penalties.
- Expertise in tax-saving strategies globally will be an asset for this role. Identify and implement tax-saving strategies, including VAT exemptions, state and local tax optimization, gratuity and service charge negotiations, state-mandated levy reductions, etc. Ensure tax-efficient contract structuring and collaborate with vendors offering tax-inclusive pricing models to minimize liabilities.
- Program Planning and Operational Support
- Oversee end-to-end requisitions for specific programs, ensuring smooth coordination and execution.
- Coordinate with internal teams (Customer Operations, Customer Success, and Sales) to understand event needs.
- Cater to exclusive client requests including bespoke experiences like celebrity appearances, keynote speakers, and wellness sessions.
- Ensure timely delivery of contracted services (venue setup, catering, transportation).
- Manage on-site execution, provide support, and resolve last-minute vendor/service/logistics issues.
- Supervise staff, volunteers, and vendors to maintain quality standards and meet event timelines.
- Event Experience
- Research and procure unique and personalized offerings to enhance event experience and meet/exceed client expectations.
- Conduct post-event evaluations to assess effectiveness and identify improvements.
- Compile event reports summarizing key outcomes, feedback, and recommendations.
- Address special client requests and source specialized services to elevate the event experience.
Required skills and experience
- 8–10 years of global experience in land contracting, event procurement, vendor management, and event operations.
- Excellent verbal and written English communication skills.
- Strong knowledge of global taxation.
- Proficiency in budgeting, pricing negotiations, and cost optimization.
Working at BuyerForesight™
- Paid time off
- Five-day work week
- Continuous learning
- Premium Laptop
- Fast-Paced Environment
- Open Communication