Vibee - Hotel Sourcing Manager (Contract)

Job description

Job Summary: WHO ARE YOU? Do you enjoy live events? Do you excel in fast paced, creative environments? Then you’re in luck! We are looking for a highly motivated self-starter who embodies both a passion for music and a love of the live event experience. Is this you? Read on… WHO ARE WE? Vibee builds unforgettable destination experiences for fans around the world. Founded by Live Nation, the world’s leading live entertainment company, and Insomniac, Vibee provides fans the opportunity to immerse themselves in the best music and entertainment events on land and sea. From curated activations to bespoke festival packages, Vibee creates transformative moments in the most sought after destinations. THE ROLE Vibee is seeking a highly motivated and proactive Hotel Sourcing Manager responsible for sourcing and securing hotel room blocks on a global scale. This environment will operate under high volume, tight deadlines, and with exceptional attention to accuracy and detail. This role sits at the heart of Vibee’s destination programs, driving the end-to-end hotel sourcing lifecycle by identifying markets and properties, managing the RFP process, negotiating, and ensuring each hotel is aligned with Vibee’s standards and contractual requirements. This role reports to the VP, Property Partnerships. RESPONSIBILITIES Global Hotel Sourcing Source, evaluate, and secure hotel room blocks across global markets to meet program needs, budgets, and event timelines Lead high-volume outreach and communication with hotels to gather rates, availability, and deliverables under aggressive deadlines Manage the full RFP process: prepare documents, distribute requests, collect bids, and ensure timely and complete responses Review RFPs for accuracy, rate parity, and commercial alignment before escalation to leadership or legal Lead a team to ensure consistent follow-up with hotels and prompt resolution of pending submissions or missing data Negotiation & Relationship Management Serve as the key point of contact for hotels throughout the sourcing and contracting lifecycle Communicate Vibee’s partnership standards, rate structure, and contract framework with authority and clarity Negotiate key deal points—including rate flexibility, deposits, and service deliverables—within established guidelines Collaborate with in-house counsel to resolve open items, track revisions, and ensure hotels align with Vibee’s terms and conditions Cultivate strong relationships with hotel sales, revenue, and leadership teams to support long-term growth and responsiveness Cross-Functional Coordination Partner with Finance, Legal, Marketing and Operations to ensure hotel information, payment terms, and contract details are accurate and consistent across systems Maintain proactive communication with internal stakeholders regarding sourcing progress, market performance, and potential risk areas Partner with Finance, Legal, Marketing and Operations to ensure hotel information, payment terms, and contract details are accurate and consistent across systems Support data integrity by ensuring RFP results and rate details are accurately documented and tracked Contribute to post-event debriefs to assess sourcing performance, partner responsiveness, and process improvements Leadership & Process Optimization Oversee team members to ensure efficient workflow, quality control, and timely delivery of all sourcing milestones Work with Project Managers to implement tracking systems, dashboards, and status reports to monitor progress and identify bottlenecks Recommend process improvements and technology enhancements to streamline global operations QUALIFICATIONS Bachelor’s degree in Business, Hospitality Management, or related field 4–6 years of experience in hotel sourcing, sales, or partnerships (preferably within travel, hospitality, or entertainment) Proven success managing high-volume hotel programs and vendor relationships across multiple regions and time zones Strong understanding of hotel rate structures, RFP processes, deposits, and service-level agreements Working knowledge of commercial contract terms, liability clauses, and payment structures Excellent communication and negotiation skills with ability to manage complex partner conversations Proficient in Excel and Google Sheets (Pivot Tables, VLOOKUPs); CRM or sourcing platform experience a plus Exceptionally organized and able to balance multiple priorities in a fast-paced, deadline-driven environment Detail-oriented with strong analytical thinking and follow-through Entrepreneurial, solutions-oriented mindset with a collaborative approach to problem-solving WORK ENVIRONMENT Must be able to tolerate loud noise levels & busy environments May work in drastic temperature climates Must be willing to work during evening and weekend hours, as required, to meet deadlines Must be willing to travel extensively both domestically and abroad Must have a current passport and be able to travel worldwide without restriction Must be able to continuously stand or walk Must be able to bend, squat, climb stairs and lift frequently Must be able to lift up to 20 pounds occasionally May occasionally walk on slippery or uneven surfaces Must be able to tolerate loud noise levels in the work environment Applicants for employment in the U.S. must possess work authorization, which does not require sponsorship by Insomniac for a visa. EQUAL EMPLOYMENT OPPORTUNITY We aspire to build teams that reflect and support the fans and artists we serve. Every day we aim to promote environments where everyone can be themselves, contribute fully, and thrive within our company and at our events. As a growing business we will encourage you to develop your professional and personal aspirations, enjoy new experiences, and learn from the talented people you will be working with. Vibee strongly supports equal employment opportunity for all applicants regardless of age (40 and over), ancestry, color, religious creed (including religious dress and grooming practices), family and medical care leave or the denial of family and medical care leave, mental or physical disability (including HIV and AIDS), marital status, domestic partner status, medical condition (including cancer and genetic characteristics), genetic information, military and veteran status, political affiliation, national origin (including language use restrictions), citizenship, race, sex (including pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, and gender expression, sexual orientation, intersectionality, or any other basis protected by applicable federal, state or local law, rule, ordinance or regulation. We will consider qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Ordinance, San Francisco Fair Chance Ordinance and the California Fair Chance Act and consistent with other similar and / or applicable laws in other areas. We also afford equal employment opportunities to qualified individuals with a disability. For this reason, Insomniac will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant consistent with its legal obligations to do so, including reasonable accommodations related to pregnancy in accordance with applicable local, state and / or federal law. As part of its commitment to make reasonable accommodations, Insomniac also wishes to participate in a timely, good faith, interactive process with a disabled applicant to determine effective reasonable accommodations, if any, which can be made in response to a request for accommodations. Applicants are invited to identify reasonable accommodations that can be made to assist them to perform the essential functions of the position they seek. Any applicant who requires an accommodation in order to perform the essential functions of the job should contact a Human Resources Representative to request the opportunity to participate in a timely interactive process. Insomniac will also provide reasonable religious accommodations on a case-by-case basis. HIRING PRACTICES The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Vibee recruitment policies are designed to place the most highly qualified persons available in a timely and efficient manner. Insomniac may pursue all avenues available, including promotion from within, employee referrals, outside advertising, employment agencies, internet recruiting, job fairs, college recruiting and search firms. Please note that the compensation information provided is a good faith estimate for this position only and is provided pursuant to the California Salary Transparency in Job Advertisements Law. It is estimated based on what a successful California applicant might be paid. It assumes that the successful candidate will be in California or perform the position from California. Similar positions located outside of California will not necessarily receive the same compensation. Insomniac takes into consideration a candidate’s education, training, and experience, as well as the position’s work location, expected quality and quantity of work, required travel (if any), external market and internal value, including seniority and merit systems, and internal pay alignment when determining the salary level for potential new employees. In compliance with the California Law, a potential new employee’s salary history will not be used in compensation decisions. If this position is not based in California, the compensation range will vary.