Contracts & Purchasing Specialist

Southwest Adventure Tours•Cedar City, UT

26d•Hybrid

About The Position

The Contract & Purchasing Specialist is responsible for managing the full supplier contracting lifecycle for Southwest Adventure Tours. This includes sourcing vendors, negotiating contracts, managing supplier relationships, and ensuring compliance with company standards and legal requirements. This role plays a critical part in protecting company profitability by securing competitive pricing, minimizing risk exposure, and maintaining reliable supplier partnerships. The ideal candidate is analytical, proactive, and solutions-oriented, capable of identifying opportunities for cost savings, operational improvements, and stronger vendor partnerships. This individual must demonstrate initiative by not only fulfilling assigned responsibilities but also identifying problems, proposing solutions, and implementing improvements when appropriate.

Requirements

Bachelor’s degree in Business, Supply Chain, Hospitality, or related field (or equivalent experience)
3–5 years of experience in contract negotiation, procurement, or supplier management preferred
Strong negotiation skills with demonstrated ability to secure favorable pricing and terms
Strong analytical ability for evaluating bids, contract structures, and cost variances
Excellent written and verbal communication skills
Highly organized with exceptional attention to detail
Advanced proficiency in Microsoft Excel or Google Sheets
Experience with contract management systems or procurement tools
Familiarity with CRM and project management systems
Experience using digital contracting tools such as Zoho Sign, DocuSign, or PandaDoc
Ability to manage multiple deadlines and priorities in a fast-paced environment
Willingness to travel occasionally for vendor meetings or site evaluations

Responsibilities

Draft, review, and negotiate contracts for hotels, activities, transportation, meals, and other tour services
Secure favorable pricing, payment terms, and service commitments aligned with the company's Cost of Sale targets
Ensure contract language includes necessary liability protections, including indemnity, force majeure, attrition, and favorable cancellation and reduction terms
Collaborate with legal advisors to maintain standardized contract templates when necessary
Manage the full contract lifecycle from negotiation through execution and renewal
Develop regional buying strategies to support Group Series, FIT, and Large Group programs
Identify and source new suppliers through market research and competitive bidding processes
Conduct RFPs when necessary to improve pricing, service quality, or operational capacity
Evaluate supplier proposals based on pricing, reliability, and operational compatibility
Identify opportunities for long-term purchasing efficiencies and supplier consolidation
Build and maintain strong professional relationships with supplier partners
Act as the primary company contact for major vendors and regional suppliers
Conduct supplier performance evaluations and service reviews
Maintain vendor performance scorecards using feedback from guides, operations teams, and client reports
Address supplier issues and service failures quickly and effectively
Ensure all vendor contracts comply with company policies and applicable regulations
Collect and maintain Certificates of Insurance and licensing documentation
Identify contractual risks and ensure appropriate protections are included
Monitor vendor compliance with agreed service standards and contract terms
Maintain documentation that supports risk mitigation and liability protection
Maintain accurate contract and vendor records within the contract management system and internal databases
Ensure all contract data is captured accurately in operational and financial systems
Maintain organized digital contract files and documentation
Conduct periodic audits to ensure system accuracy and compliance
Develop and maintain cost assurance procedures
Analyze supplier pricing and identify opportunities for cost reductions
Provide cost estimates and forecasting support for tour development
Coordinate with Finance to ensure timely vendor payments and reconciliation
Support pre-tour financial reviews by confirming contracted rates and payment terms
Work closely with Operations, Sales, and Finance to ensure vendor agreements align with program needs
Ensure supplier contracts support tour design, operational feasibility, and pricing deadlines
Provide accurate contract information for budgeting, forecasting, and program planning
Assist Operations team members as needed to support overall program success