Supplier Operations Coordinator

Supplier Operations Coordinator

The Supplier Operations Coordinator plays a critical role within the TD Supplier Operations organization, working closely with our vendors & partners and internal stakeholders both in the office and the field. This role will be responsible for efficiently securing all scheduled subcontractor dates as well as negotiate rates with vendors. This role will effectively "own" subcon contracts and vendor relationships in their assigned regions. You'll be a great fit for this position if you are comfortable engaging in conversation and negotiations via email and over the phone with our partners, working within a team, and effectively managing priorities and meeting deadlines.

What you'll do:

• Efficiently secure sub-contractor dates and negotiate rates for seasonal contracts.
• Collaborate with Trip Experts and Regional Leads to ensure all systems are accurately updated by the Post-Season Update deadline.
• Regularly audit internal reports for added or cancelled service dates, and proactively communicate changes to vendors.
• Ensure all required Certificates of Insurance (COIs) are obtained and filed in a timely manner.
• Communicate clearly and professionally with key stakeholders across departments and in the field.
• Coordinate with relevant team members to secure sub-contractors and adjust bookings based on assortment changes or operational needs.
• Update itineraries and supplier records when services are changed, denied, or newly confirmed.
• Take ownership of contract documentation and ensure records are maintained accurately across shared systems.
• Identify and escalate vendor or service-related risks to relevant stakeholders in a timely manner.

What you'll need to be successful:

• Strong Communicator. You will have extensive correspondence and must be fluent in our systems, timelines, guidelines, and terminology.
• Phone Confident. You're comfortable picking up the phone to clarify contract details, confirm logistics, and keep things moving—especially when email won't suffice.
• Organized and Detail-Oriented. With high volumes and complex vendor arrangements, success hinges on your ability to track the details while managing tight timelines.
• Independent and Collaborative. You're confident working autonomously, but also actively contribute to cross-functional team discussions and shared goals.
• Problem-Solver. You anticipate roadblocks and proactively develop solutions to logistical, contractual, or operational challenges.
• Relationship Builder. You cultivate trust with internal partners and vendors, ensuring smooth collaboration even under pressure.
• Credible. You quickly gain subject-matter knowledge and establish yourself as a dependable resource across the organization.
• Persuasive and Analytical. You blend negotiation savvy with data-backed decision-making to get the best results for Backroads.
• Excel Pro. You're highly comfortable working with complex spreadsheets, detailed cost breakdowns, and large data sets.

Work environment:

• Berkeley, CA
• 4 days in office, 1 day work from home (Wednesdays)

About the Department:

The Supplier Operations team is part of our greater Trip Development Department, comprised of contract administrators and data specialists located in Berkeley, CA and Utrecht, Netherlands. The team is responsible for reaching agreements with our 3,500+ subcontracted vendors and partners, which include some of the world's most remarkable restaurants, transportation vendors, and experience providers. This team is focused on building relationships and confirming services with our partners in a timely manner that yields the best outcome for both the vendor and Backroads, and plays a key role in providing amazing experiences for our guests.