Sourcing Coordinator | Permanent WFH

The Sourcing Coordinator provides administrative, reporting, tracking, and operational support to the Director of Sourcing and the Sourcing Department. This role is responsible for maintaining accurate departmental records, monitoring sourcing activity and performance metrics, coordinating hotel commission documentation and follow-ups, managing venue feedback processes, and maintaining organized departmental files and systems.

The Sourcing Coordinator also provides additional sourcing support when business volume requires and may assist with onsite programs, industry events, site inspections, destination visits, and other departmental initiatives.

This position works closely with Sourcing Leadership and internal teams to ensure sourcing operations are organized, accurate, timely, and well-documented. The role supports sourcing activities under the direction of Sourcing Leadership and does not independently manage complex venue strategy.

Key Responsibilities

Administrative & Departmental Support

• Provide day-to-day administrative and operational support to the Director of Sourcing and Sourcing Department.
• Coordinate departmental activities, meetings, documentation, and follow-ups.
• Assist with preparing reports, summaries, presentations, and materials for leadership review.
• Support special projects and other initiatives assigned by Sourcing Leadership.
• Maintain confidentiality and handle financial and departmental information appropriately.
  
  

Reporting, Tracking & Data Management

• Maintain the Sourcing Tracker and other approved departmental tracking systems.
• Monitor and report the number of meetings sourced by the department on a weekly basis.
• Track meeting volume and sourcing activity by year and other relevant reporting periods.
• Maintain accurate records of departmental metrics, activity, and performance data.
• Regularly audit trackers and systems for completeness, accuracy, and consistency.
• Assist leadership with compiling and analyzing data for operational and management reporting.
  
  

Hotel Commissions & Rewards

• Prepare hotel commission invoices for applicable programs.
• Ensure commission documentation and supporting information are complete and accurate.
• Track outstanding hotel commissions and conduct timely follow-ups with hotels, venues, and internal departments.
• Maintain accurate records of commission payments and outstanding items.
• Track hotel loyalty points, rewards, and other applicable hotel benefits associated with company business.
  
  

Venue Feedback Management

• Manage the department's venue feedback process from start to finish.
• Create and distribute venue feedback surveys or requests.
• Track responses and follow up as necessary to ensure timely completion.
• Collect, organize, and maintain venue feedback data.
• Ensure feedback results are properly documented and communicated to the appropriate internal teams.
• Identify gaps or missing information and coordinate follow-ups as needed.
  
  

Document & File Management

• Maintain the Sourcing Department's electronic filing systems.
• Ensure sourcing-related documentation is saved in the appropriate systems and locations.
• Conduct regular reviews of departmental folders to ensure files are complete, accurate, organized, and consistently named.
• Follow established departmental standards for documentation, file management, and record retention.
  
  

Sourcing & Event Support

• Provide sourcing assistance for selected programs when business volume, urgent requirements, employee absences, or other operational needs require additional capacity.
• Support hotel, venue, and supplier research under the direction of Sourcing Leadership.
• Assist with Scarritt Foundation activities when hotel accommodations, venue sourcing, or other hotel-related arrangements are required.
• Support meetings, events, site inspections, destination visits, networking events, and industry trade shows as assigned.
• Provide onsite administrative and operational support during programs and events.
  
  

Communication & Relationship Support

• Communicate professionally and courteously with hotels, venues, suppliers, and industry partners.
• Build positive working relationships with external partners while representing the company professionally.
• Coordinate effectively with internal departments to obtain information, resolve outstanding items, and complete assignments.
• Escalate issues, discrepancies, or urgent matters to Sourcing Leadership when appropriate.
  
  

Travel & Schedule Flexibility

• Travel domestically and internationally as required for meetings, events, site inspections, destination visits, networking events, and industry trade shows.
• Demonstrate flexibility to work across different time zones.
• Adjust working hours or days when necessary to support global programs, onsite requirements, and business priorities.
  
  

Qualifications

• Previous experience in an administrative, coordinator, hospitality, meetings and events, hotel, travel, or related role.
• Demonstrated proficiency with Microsoft Office, particularly Microsoft Excel.
• Experience maintaining trackers, reports, records, or other operational documentation.
• Associate degree or higher in Hospitality, Event Management, Tourism, Business Administration, or a related field.
• Previous experience in the hospitality, hotel, meetings, travel, or events industry.
• Experience using Cvent or other meeting management, event management, or sourcing platforms.
• Knowledge of hotel terminology and venue sourcing processes.
• Experience working with hotel sales, catering, or banquet teams.
• Experience supporting departmental reporting, invoicing, commissions, or operational administration.
• Experience communicating with hotels, venues, suppliers, or other industry partners.
• Amenable to work during US hours
• Must be willing to undergo a background check as part of the hiring process.
  
  

Perks

• Permanent Work From Home
• Leave Credits
• Monetary Allowance
• Annual Bonus
• Weekly Paychecks
• Fixed Weekends Off
• Thriving Company Culture with Complete Autonomy
• Exclusive Specialized Training Programs
• Unlock Your Potential with a Highly Competitive Salary
  
  

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Who are we

BizForce is one of the fastest-growing global outsourcing companies in the world, founded in the US in Tucson, Arizona and is now operational in PH!

Our Commitment to delivering high-quality results for our clients and the only way to do that is ensuring a rewarding, respectful and productive experience for our employees. We hold the same values for both our customers and our employees.