[Hiring] Operations Assistant @Hunt St

Role Description

We’re looking for a detail-obsessed Operations Assistant to help build and manage the supplier inventory behind our event packages, hotels first and foremost, plus transport, venues, attractions and other event services from time to time. You’ll work closely with our General Manager and Product team in Australia to source, contract, record and manage supplier rates, room allocations and terms. This is a fast-paced role. Major event launches require rapid inventory setup under tight deadlines, and release-back dates are unforgiving; a single missed deadline can be a very costly mistake. The right person thrives on data management, structure, accuracy, and follow-through.

Key Responsibilities

• Sourcing & contracting
  • Join product planning meetings to confirm target hotels, dates, room quantities and other supplier needs for each event (15-25 per year)
  • Contact existing and new suppliers to request, obtain and negotiate the rates and terms we use within our packages/tours (products)
  • Record rates, taxes, commissions, room categories and occupancies, bedding configurations, meal inclusions, pre/post-event rates, rollaway charges and other key terms on a per-event spreadsheet
  • Chase non-responsive suppliers and follow up until every required detail is supplied
  • Report findings back to the GM and Product team and help decide which properties to contract, where to negotiate, and which to decline
• Contracts & inventory
  • Obtain, check and triple-check contracts and rates against what was agreed
  • Maintain a mastery of release-back dates, cancellation policies, and payment schedules, and ensure no release deadline is ever missed
  • Flag excess or unsold rooms ahead of release-back deadlines so they are released on time and we avoid attrition penalties
• Sales period & handover
  • Prepare and send rooming lists to suppliers, and keep suppliers updated through the sales period and before sales close / clients travel
  • Verify supplier invoices against rooming lists and confirmed bookings, then pass them to Accounts for payment
  • Assist with package pricing, allotments and supplier payment reconciliation
• Working Style & Communication
  • Based in the Philippines, working hours aligned to Australian Eastern Time (within a few hours either side)
  • In contact with our Australian team daily by email, plus a weekly video call for major event discussions
  • Occasional phone calls with suppliers — confident spoken English is essential

Qualifications

• Fluent in written and spoken English, confident in communicating with international suppliers by email and phone
• Highly organised, with exceptional attention to detail and accuracy
• Strong numerical and data-entry skills; proficient in Microsoft Office, particularly Excel and email
• Able to manage many suppliers, deadlines and competing priorities independently on a per-event basis, where crossover is frequent
• Performs reliably under tight deadlines
• Understands, or can quickly learn, travel-industry terms such as room occupancies, allotments, attrition, and release-back / cut-off dates

Desirable

• Experience in travel, tourism, hospitality, a DMC, or major events
• Familiarity with hotel and supplier contracting and inventory management
• Experience negotiating supplier rates

Work Arrangement & Expectations

This is a remote role that will be set up as an independent contractor engagement. To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)