Hotel Reservations & Contracting Coordinator

Who we are

bnetwork is a Specialist SaaS accommodation management company based in Barcelona, Cannes, London, Madrid, Paris, Vienna & Singapore.

We have been managing complex hotel & accommodation management services for large citywide events (congresses, exhibitions, festivals, trade fairs etc.) across Europe since 2004.

Our bespoke & proprietary software, combined with our customer centric approach & philosophy have helped position us as the leading accommodation management company for b2b events in EMEA.

We have worked for prestigious & high-volume events, from corporate events (Microsoft, Cisco, SAP), to B2B professional events (Mobile World Congress, Web summit, ISE) to large Medical Congresses & Exhibitions (CPHI, EASL) and sporting events & festivals (Roland Garros).

We are looking for a Hotel Reservations & Contracting Coordinator to join our Vienna office.

You will be responsible for managing hotel accommodation for large international events by negotiating room allocations with hotel partners, coordinating reservations, supporting participants and ensuring excellent customer service throughout the booking process.

This role is ideal for someone with experience in hotel reservations, group bookings, hospitality, tourism or the MICE industry who enjoys working in a fast-paced, international environment.

Your responsibilities:

• Manage relationships with hotels in pre-determined strategic destinations, whilst negotiating and contracting rooms for large events in Vienna and across EMEA with the fairest conditions available for the event organizer.
• Draw up proposals and quotes adapted to the needs of participants.
• The creation and communication of commercial proposals.
• Dealing with clients' requests (groups or individuals).
• Resolve participants' problems in conjunction with partners.
• Draw up contracts.
• Up to date deposit calculation.
• Payment chasing follow up.
• Invoicing.

What we’re looking for:

• • Fluency in German and English (oral and written) is essential. A third language is a plus.
  • Strong communication skills, both written and verbal.
  • A keen interest in the hotel or travel industry, particularly in hotel reservations and group bookings (MICE sector knowledge is a plus).
  • Adaptable and versatile, with a collaborative spirit and a meticulous approach to detail.
  • Some experience in customer service, tourism, hospitality, or administrative roles is appreciated, but enthusiastic recent graduates are also encouraged to apply.
  • Comfortable using Microsoft Office tools (Outlook, Excel, Word); other IT or booking system knowledge is a plus.

What we offer:

• Office right in the heart of Vienna.
• Flexible timetable (08:00, 09:00, 10:00) - (17:00, 18:00, 19:00).
• Remote working 1 day per week, after completing the trial period, according to the autonomy achieved.
• 25 days annual leave.
• Permanent, full-time contract.
• Salary based on the Austrian collective agreement for travel agencies