Sourcing Specialist

The Sourcing Specialist supports the sourcing and contracting of hotel venues for multiple concurrent group meetings and events. This role works closely with internal teams and hotel partners to execute sourcing activities within established guidelines, supporting a fast paced meetings environment and managing multiple active programs at a time.

This position requires a detail oriented sourcing professional with hands on experience in group hotel contracting, strong organizational skills, and the ability to manage multiple priorities simultaneously. The Sourcing Specialist plays a key role in supporting sourcing decisions by gathering options, managing RFPs, negotiating within approved parameters, and ensuring accurate documentation while escalating complex or non standard issues as needed.

Key Responsibilities

Hotel Sourcing & Contract Support

• Serve as a primary point of contact for assigned hotel partners and internal teams for group meetings and events.

• Review meeting requests and identify suitable hotel options based on destination, dates, budget guidelines, and space requirements.

• Utilize Cvent to create and manage RFPs, track responses, and prepare hotel comparisons and recommendations.

• Support hotel contract negotiations within approved guidelines and escalate non standard terms or high risk items for review.

• Review contract clauses related to attrition, cancellation, force majeure, and other key terms for accuracy and compliance, escalating exceptions as appropriate.

• Maintain professional relationships with hotel sales contacts and stay informed on basic market conditions, availability, and rate considerations.

Financial Tracking & Reporting Support

• Track program budgets, cost comparisons, and negotiated savings at the program level.

• Document sourcing activity, supplier selection rationale, and savings data in sourcing and reporting systems.

• Provide data and analysis to support leadership reporting on sourcing performance and compliance.

Workflow, Systems & Process Management

• Support the full sourcing lifecycle from RFP launch through contract execution, ensuring tasks are completed accurately and on time.

• Maintain organized and up to date records in Monday.com and internal sourcing and reporting tools.

• Adhere to established SOPs, approval workflows, client requirements, and internal sourcing standards.

• Manage multiple sourcing requests in a high volume, deadline driven environment while maintaining attention to detail and responsiveness.

• Identify process gaps or inefficiencies and share feedback with senior team members.

Collaboration & Professional Development

• Communicate regularly with internal stakeholders to support alignment on sourcing timelines and requirements.

• Collaborate with peers and senior team members to support successful sourcing outcomes.

• Apply best practices, templates, and negotiation guidance provided by senior sourcing leadership.

• Stay informed on hospitality and meetings industry basics relevant to assigned programs.

• Participate in site inspections, audits, and special projects as needed.

Qualifications

• Bachelor’s degree preferred.

• 3-5 years of experience supporting hotel sourcing for group meetings or group travel programs.

• Experience reviewing and negotiating group hotel contracts within established parameters.

• Proficiency with Cvent, including RFP creation and response evaluation.

• Experience using Monday.com or similar workflow/project management tools.

• Working knowledge of hotel operations, group sales processes, and industry terminology.

• Proven ability to manage multiple sourcing requests in a fast paced, deadline driven environment.

• Strong organizational, communication, and analytical skills.

• High attention to detail with effective prioritization and problem solving abilities.

• CMP or other relevant industry certification is a plus.

• Ability to travel up to 30% as needed.