Contract Build Coordinator

Job Description

Job Description

Description:

ABOUT US

At TTC, we are Enriching lives by connecting people and places. For over 100 years, we’ve been bringing the world closer together by crafting journeys that create lasting memories, lifelong friendships and meaningful cultural connections. Across more than 70 countries and our award-winning brands, we design and deliver travel experiences that go beyond sightseeing - they change perspectives. Behind every unforgettable journey is a passionate team making it happen. That’s where you come in.

OUR VALUES

Everything we do is guided by our five shared commitments:

• Value Every Voice - We put people first.
• Act with Integrity - We do what’s right.
• Explore Beyond Boundaries - We’re driven by curiosity.
• Own the Outcome - We take responsibility for our decisions.
• Succeed Together - We’ve got each other’s backs.

THE OPPORTUNITY

The Contract Build Coordinator plays a critical role in supporting the accuracy and operational readiness of our trips by managing the creation, maintenance, and upload of supplier contracts within our internal systems. Acting as a key link between Contracting, Operations, and Finance, this role helps ensure supplier information, trip services, and costing data are accurate, current, and aligned to support successful trip delivery and invoice reconciliation.

WHAT YOU'LL DO

• Manage the load and administrative side of the contracting load process across all Brands, Products & Contract types
• Load all contracts in our in-house systems (Tropics/Arctics) for our trips
• Build new suppliers and maintain existing suppliers
• Liaise with Contract Managers, Contracting Executives, and internal departments
• Communicate clearly at all levels of responsibility to make sure that information is received and properly understood
• Answer queries that come into the Contract Build email box
• Action the uncontracted report weekly to keep track of gaps for contracting and liaise with Contract Managers and Contract Executives to make sure nothing is missed
• Address any Accounts Payable (Finance) issues to discuss any problems with outstanding invoices and troubleshoot contracts built in our systems with Accounting
• Assist with Quality Control checks with outsourced teams on contract build
• Action Trip Change tickets assigned
• Look at existing processes to see if and how they can be improved
• Accurately maintain Contract Build related data in Airtable
• Assist with projects as needed
• Assist with Airtable projects, builds, and corrections

WHAT YOU'LL BRING

• Experience in administrative, operational, or coordination support roles within a fast-paced environment
• Strong organizational skills, planning and time management, with the ability to manage multiple priorities and meet deadlines
• The ability to prioritize workload and calmly work under pressure where timelines are tight is essential to this role
• Fluency in spoken and written English
• Self-motivated, positive, confident, approachable and results driven
• Excellent attention to detail and accuracy
• Strong communication and cross-functional collaboration skills
• Excellent working knowledge of Microsoft Office, particularly Word, Excel and Outlook
• Communication and influence skills with the ability to clearly communicate ideas, build rapport, and influence others to achieve effective outcomes
• Strong collaboration and ability to work effectively across teams, building strong relationships to deliver shared goals
• Customer focus with the ability to understand customer needs and deliver solutions that create a high-quality, consistent experience
• Adaptability and the ability to respond effectively to change, adjusting priorities and approach to meet evolving needs.
• Quality and attention to detail by ensuring accuracy, consistency, and high standards in all work, minimizing risk and rework
• Resiliency and drive by maintaining energy and focus in challenging environments, persisting to achieve results

NICE TO HAVE

• Experience working with systems, databases, or operational platforms preferred
• Experience with Tropics/Arctics and/or Airtable preferred
• Travel industry experience is preferred

ROLE SUCCESS CRITERIA

• Accurately build and maintain contracts within required timelines
• Ensure data accuracy across systems and minimize operational or financial errors
• Proactively identify and resolve contract gaps or issues before trip impact occurs
• Effectively partner with Contracting, Operations, and Finance teams to resolve issues quickly
• Manage competing priorities while maintaining quality and responsiveness
• Contribute to process improvements and operational efficiency
• Communicate clearly, professionally, and collaboratively across teams

OTHER:

• Work Location: Hybrid (combination of in-person and remote) in Costa Mesa, CA

The Travel Corporation is an equal opportunity employer and does not discriminate against race, color, creed, sex, gender, religion, marital status, age, national origin, sexual orientation, or any other consideration made unlawful by federal, state, or local laws or ordinances. The Travel Corporation is proud to be an equal opportunity employer. We not only encourage and support diversity in the workplace, we celebrate it! If you feel you have the skills and experience to thrive in a supportive and inclusive environment, we want to hear from you!