Sales Operation Coordinator (Trade Partners and Meetings & Events) for UK, IE & Nordics

ClubMed; Greater London; Hybrid; GBP 60,000 - 80,000

Job description

About Us

Founded in 1950, Club Med is the pioneer of premium, all-inclusive holidays. Over the past 75 years, we have consistently innovated and now operate nearly 80 ski and sun resorts across Europe, Asia, Africa, the Americas, and the Caribbean, as well as the 'Club Med 2' cruise ship. We provide a unique All Inclusive holiday experience, offering our guests an upscale, friendly, and multicultural environment in our resorts.

Our success is driven by our commitment to exceeding customer expectations and creating unforgettable experiences.

About Our Business Unit

Our management structure separates Resorts from Markets. In this role, you will be part of the EAF Markets division, which oversees sales in Europe, Africa, and France across more than ten countries.

More specifically, the Northern Europe Cluster with three key sales markets: the United Kingdom, Ireland, and the Nordics, representing every resort in the Club Med portfolio.

Job Overview

The Sales Operation Coordinator is a strategic pivotal role among the Trade / Meeting & Events (M&E) team. The mission of the position is ultimately to ensure a thorough and smooth process from contract set up to payment follow up. The position not only covers trade but also M&E activities which ensure a 360 view of the team actions.

As a Sales Operation Coordinator, you will be responsible for:

1. Insuring the payment by Trade Partners and Meetings & Events clients
2. Involve in the process of supplier creation & Purchasing order (PO) edition
3. Support Back office & Agency support team to liaise with Trade partners and Meetings & Events cash related topic

You will report to the Cluster Trade and Meetings & Events Manager and be part of the Trade and Meetings & Events Department.

Key Responsibilities

Cash collection with Trade partners and Meetings & Events clients

1. Ensuring payments are received on time according to our Terms & Conditions:
2. Production of weekly statements to Trade and M&E partners
3. Produce credit card payment link to M&E clients
4. Bank statement and credit card payment reconciliation
5. Managing the daily floats including resolving any discrepancies
6. Managing chargeback cases
7. Reporting to track payments collection
8. Raising credit notes
9. Bad debt recovery
10. Assisting M&E team with invoicing
11. Prepare self-billing invoice for M&E indirect with HMRC approved self-billing agreement

Supplier creation & PO edition

1. Prepare supplier creation in a timely manner
2. Initiate PO request for the department in COUPA (Supplier / Purchasing platform)
3. Send remittances of payment to suppliers
4. Complete the tracker document from start to finish

Support Back office & Agency support team

1. Keeping CRM up to date on all cash related information (payment terms / bank details etc)
2. Prepare or/and assist on credit vouchers / refunds to Trade Partners and M&E
3. Be a support for the team on all cash related issue with Trade Partners and M&E clients

Software you will use:

1. Advance Microsoft office skills (Word, Outlook, Teams, PowerBI)
2. Mandatory Expert level in Excel (Formulas, Pivot tables, Macro creation is a plus etc)
3. NA (internal sales reservation system // Training will be provided)
4. HiPay, HSBC.net, Ingenico Ogone
5. Travel Ledger
6. COUPA
7. Indirect payment systems – TAPS, ACAS

Your profile:

1. 2-3 years of experience in admin position
2. Excellent phone & written manners and customer service skills
3. Good analytical skills
4. Customer-oriented, argumentation/persuasive skills, oral and written communication skills, good stress management
5. Experience in B2B sales environment
6. Understanding of the travel industry
7. Team player, proactive and well organized
8. Attention to details
9. Thorough and trustworthy
10. Knowledge of Club Med's range of services and products is an asset.
11. Fluency in English

Why Join Us?

At Club Med, we are guided by five core values: kindness, multiculturalism, responsibility, freedom, and pioneering spirit. Our team members around the world share a unique mindset we call the "Club Med Spirit" – a combination of professionalism and celebration that makes life here so special.

If you are open-minded, a team player, and have an entrepreneurial mindset, we invite you to apply and become part of the Club Med journey.

Compensation package:

1. 25 days annual leave, increasing by a day after 1 year service (to a max of 30 days)
2. Birthdays off
3. Half day off on Christmas Eve and NYE days
4. 3 weeks of Club Med vacations per year under Club Med policy (for staff member plus one free staying guest with estimated yearly value of up to £30k)
5. Flexible working policy with the possibility to work 8 days a month from home + 1 week remotely every 3 months
6. Private Healthcare insurance
7. Pension scheme
8. 40% of office commute costs reimbursed each month
9. Annual Christmas party and other social events arranged by social committee
10. Strong internal mobility and development opportunities

Job Type: Permanent
Location: London (Wimbledon)
Start Date: 01st of April 2025