About the role
Key Responsibilities1. MICE & Event Procurement● Manage end-to-end procurement for corporate events, conferences,meetings, exhibitions, offsites, dealer/distributor meets, employeeevents, town halls, award functions and incentive programs.● Understand event requirements including venue, accommodation, food &beverage, transportation, branding, audio-visual, production, entertainment,manpower and other event-related services.● Identify and onboard suitable event management agencies, productionhouses, destination management companies (DMCs), and other eventservice providers.● Float RFQs/RFPs and obtain competitive commercial proposals from multiplevendors.● Prepare detailed commercial comparisons covering venue, food & beverage,room rates, production, AV, transportation, manpower and other event costs.● Negotiate event packages, venue charges, minimum guarantees, cancellationterms, attrition clauses and other commercial conditions.
● Support business teams in finalizing venues and vendors based oncommercial, quality, location, capacity, and service parameters.● Monitor event budgets and identify opportunities for cost optimization.● Ensure timely closure of event-related procurement activities and vendorpayments.2. Hotel & Accommodation Procurement● Manage sourcing and procurement of hotels for corporate stays, employeetravel, business meetings, conferences, offsites and events.● Develop and maintain a network of preferred hotels across key businesslocations.● Negotiate corporate rates, room tariffs, meal plans, conference packages, andother hotel services.● Negotiate volume-based discounts and annual corporate rate agreementswith hotel chains and individual properties.● Compare hotel proposals based on room rates, inclusions, taxes, cancellationpolicies, location, amenities, and service levels.● Manage hotel rate contracts and ensure timely renewal.● Monitor hotel performance, service quality, commercial compliance, andstakeholder feedback.● Identify opportunities for hotel consolidation and preferred-vendorarrangements to achieve better commercial benefits.3. Travel Procurement● Manage procurement and commercial arrangements for domestic andinternational business travel.● Coordinate with travel management companies (TMCs), airlines, hotels, cabvendors, and other travel service providers.● Negotiate travel service fees, transaction charges, corporate fares, hotelrates, cancellation charges, and other commercial terms.● Evaluate and onboard suitable travel agencies/TMCs based on servicecapability, technology, geographical coverage, commercial competitiveness,and SLA commitments.● Monitor travel spend and identify opportunities for cost optimization.
● Support implementation of preferred airline, hotel, and transportationarrangements.● Review travel-related invoices and ensure adherence to agreed commercialterms.● Monitor service levels and resolve vendor-related issues in coordination withinternal stakeholders.4. Transportation & Ground Handling● Source and manage vendors for employee transportation, airporttransfers, event transportation, intercity travel, local cabs, buses, andother mobility requirements.● Negotiate vehicle rates, packages, kilometer slabs, waiting charges, drivercharges, tolls, parking, and other applicable costs.● Ensure appropriate service levels, vehicle availability, safety requirements,and compliance documentation.● Develop alternate vendors for critical locations and large-scale events.● Monitor vendor performance and resolve operational or commercial issues.5. Vendor Management & Strategic Sourcing● Identify, evaluate, onboard, and manage vendors across MICE, events,hotels, travel, and transportation categories.● Develop a strong vendor network across major cities and event destinations.● Conduct market benchmarking and periodic vendor evaluations.● Maintain vendor database, commercial history, contracts, and performancerecords.● Conduct periodic vendor performance reviews based on cost, quality,responsiveness, service delivery, and stakeholder feedback.● Develop alternate sources to reduce vendor dependency and ensurebusiness continuity.6. Commercial Negotiation & Cost Optimization● Prepare detailed comparative statements and commercial evaluationreports for events, hotels, travel, and related services.● Negotiate pricing, packages, payment terms, cancellation charges, servicefees, credit terms, and other commercial conditions.
● Benchmark proposed rates against historical prices, market rates, alternatevendors, and contracted rates.● Identify opportunities for volume discounts, annual rate contracts, bundledpricing, preferred vendor arrangements, and rate standardization.● Track procurement savings and cost avoidance achieved throughnegotiations.● Support annual budgeting and spend forecasting for MICE, travel, hotel, andevent categories.7. PR-to-PO & Procurement Operations● Manage the complete PR-to-PO procurement cycle for assigned categories.● Validate requirements, scope of work, budgets, quantities, and commercialproposals.● Coordinate with stakeholders for timely PR creation, approvals, RFQ/RFP,commercial evaluation, and PO release.● Ensure POs/contracts accurately capture agreed commercial, service,cancellation, and payment terms.● Coordinate with Finance for invoice validation and payment-related issues.● Maintain complete procurement documentation for audit and compliancepurposes.8. Contract & Compliance Management● Coordinate with Legal and other stakeholders for review and execution ofvendor agreements, rate contracts, MSAs, SLAs, and event-specificcontracts.● Ensure contracts include appropriate provisions for cancellation, refund, forcemajeure, liability, service levels, confidentiality, payment terms, and disputeresolution.● Track contract expiry, renewal dates, notice periods, and commercial validity.● Ensure procurement activities comply with company procurement policies,approval matrix, and internal controls.● Maintain complete documentation for internal and external audits.9. Event Execution & Stakeholder Coordination● Work closely with Business, HR, Admin, Marketing, Sales, and other teams tounderstand event and travel requirements.
● Coordinate with event agencies, hotels, travel partners, and internalstakeholders to ensure timely execution.● Support venue visits, commercial negotiations, and finalization of eventarrangements.● Monitor vendor deliverables against agreed scope, timelines, and budgets.● Resolve last-minute commercial and operational issues during events andbusiness travel.● Capture stakeholder feedback and incorporate learnings into future sourcingdecisions.Skills & Competencies● Strong understanding of MICE, corporate events, hotel procurement,travel, and hospitality services.● Strong commercial negotiation and vendor management skills.● Good knowledge of hotel contracting, corporate rates, event costing, andtravel procurement.● Strong analytical and cost-comparison capabilities.● Ability to evaluate event proposals and calculate overall event/project cost.● Good understanding of contracts, SLAs, cancellation policies, attritionclauses, and commercial terms.● Strong stakeholder management and communication skills.● Good working knowledge of MS Excel, PowerPoint, and Word.● Experience with procurement/ERP tools and PR-to-PO workflows.● Ability to manage multiple events, travel requirements, and procurementprojects simultaneously.● Strong attention to detail and ability to work under tight timelines.● Problem-solving and negotiation-oriented mindset.
Qualification & Experience● Bachelor's degree in Business Administration, Hospitality Management,Travel & Tourism, Commerce, Supply Chain, or a related discipline.
● 5–7 years of relevant experience in MICE, Events, Travel, Hospitality, HotelProcurement, or Corporate Procurement.● Experience in a corporate procurement environment will be preferred.● Candidates with experience in event procurement, hotel contracting, travelmanagement, TMC management, and commercial negotiations will bepreferred.● Experience handling large-scale corporate events, employee offsites,conferences, exhibitions, or incentive programs will be an added advantage.Preferred Candidate ProfileThe ideal candidate should be a commercially strong and execution-orientedprocurement professional with hands-on experience in MICE, events, hotels,travel, and hospitality categories. The candidate should be capable of independentlymanaging the procurement lifecycle from requirement understanding and vendorsourcing through commercial negotiation, contract/PO execution, event/travelcoordination, and vendor performance management.The candidate should be comfortable working in a fast-paced environment, handlingmultiple requirements simultaneously, negotiating with hotels and service providers,and delivering cost-effective solutions without compromising service quality orstakeholder experience.