BCD Travel Sourcing & Proposal Design Specialist in Chicago, Illinois

Do you want to work with bright, talented individuals who take pride in their work and also know how to have fun?! You've come to the right place.

BCD Meetings & Events is one of the leading global providers of meetings, group incentive travel and creative services for some of the world's biggest brands. Our unique difference is that we bring together resources at a local level, centralize processes on a regional level and leverage our global presence to deliver the value and results our clients set out to achieve. We work collaboratively, creatively, and passionately -- and look to hire experts who do the same.

We are headquartered in Chicago, with locations in 40+ countries across the Americas, Europe, Middle East, Africa and Asia Pacific -- a combined global work force of more than 1,000 resources and annual sales volume of approximately $850 million. We are an independently managed operating company of BCD Holdings N.V. and a sister organization of BCD Travel, the world's third-largest travel management company. We are proud of that. We are also one of the best places to work because of our fundamental commitment to our employees. To find out more about our company, visit us at http://www.bcdme.com/.

The Sourcing & Proposal Design Specialist will use their industry knowledge to develop, coordinate and manage content for assigned Event proposals. They will work with the Senior Solution Designer and Senior Director, Solution Design & Strategy to conduct research and provide input, guidance and consultative support to the sales and operations teams.

Sourcing

  • Create, develop, price and facilitate new and repeat business proposals, including, but not limited to destination, hotel, activity and event overviews.
  • Consult with Account Executive or client on destination and properties.
  • Promote BCD M&I's preferred hotel program to reach assigned room night goals as outlined by Industry Relations.
  • Present availability to client via Rate and Availability template and/or Day by Day template by pre-determined deadline.
  • Negotiate hotel and venue contracts utilizing the standardized agreements with preferred hotel brands and/or addendum as guideline when negotiating on hotel's paper with a strong focus on overall savings to BCD and client.
  • Keep vendors up-to-date on proposal status. Block appropriate space and release all space not needed on a timely basis.
  • Coordinate site inspections with suppliers, air and planning departments as needed to develop client site inspection itineraries before sale.
  • Build budgets to mirror contract and ancillary needs to support program. Work with assigned Project Manager on repeat business to ensure budget is accurate. Present to Account Executive for approval by pre-determined deadline.
  • Process initial hotel deposit payments as required.
  • Recommend and utilize BCD M&I approved Destination Management Companies (DMC), where applicable.
  • Maintain data integrity in Cvent throughout the life of the file in purchasing and ensure complete accuracy at turnover.
  • Support content and development regarding our BCD M&E purchasing SOPs, forms and templates on an ongoing basis.
  • Prepare Turnover Notes, contract(s), program budget, cost savings and any other program related specification required for program operation at the Purchasing Turnover Meeting. Conduct Turnover Meetings with respective Project Managers.
  • Attend weekly supplier visits as needed.
  • Opportunity to attend FAM trips (max 2 per year) as deemed business appropriate for enhanced knowledge base.
  • Keep abreast of new destination and property options.
  • Participate in strategic sourcing initiatives.
  • Assumes and performs other duties and responsibilities not specifically outlined herein, as requested

Leading Projects:

  • Manage timelines and workflow on assigned projects
  • Develop, coordinate and manage content for assigned proposals
  • Coordinate proposal format and source photography to support bid response
  • Support assigned proposals, responsible for coordinating with sales, solution design and operations to identify strategy and develop information essential to bid response
  • Work independently given the absence of supervision
  • Assumes and performs other duties and responsibilities not specifically outlined herein, as requested

Events Business Knowledge:

  • Knowledgeable around current event and incentive trends and ability to articulate in a dynamic manner in print and digital formats
  • Focus on innovation on a continuum
  • Understanding of the basic principles of incentives and events and their impact on business success

Content Support:

  • Assist in proofreading and editing proposals
  • Provide instruction for packaging and shipment of proposals to Sales team and Client
  • Provide input, consultative support, as well as content support, to client communications team for all creative developed specifically for proposals -- includes: proposal branding, print and electronic communications, proposal packaging and presentation, case studies & support materials.
  • Develop presentation materials on assigned proposals (ie: PowerPoint, In Design, etc)
  • Work with Senior Solution Designer to develop and maintain proposal database in SmartCenter

Qualifications:

  • 5+ years of professional sourcing, negotiating and contracting plus proposal writing experience -- and/ or writing, editing background
  • Journalism, Marketing, Events, Hospitality, English Degree preferred
  • Expertise in Microsoft Word, Excel PowerPoint, Adobe Creative Cloud is an asset
  • Knowledge of Meetings, Events and Incentives Industry

Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled