Coordinator, Hilton Worldwide Sales - Asia Pacific (6 months contract)

With thousands of hotels in over 100 countries and territories, Hilton offers countless opportunities to delight. From an open door to a welcoming smile and an exceptional experience, we offer the millions of travellers who stay with us every year a welcome they will never forget. In addition to our flagship brand, Hilton Hotels & Resorts, the family of brands includes Waldorf Astoria, LXR, Conrad, Canopy, Curio Collection, DoubleTree, Hilton Garden Inn, Hampton and many others.

If you appreciate the impact global travel can have on the world, you may be just the person we are looking for to work as a Hilton Team Member. Because it’s with Hilton where we never forget the reason we're here: to delight our guests, Team Members, and owners alike.

 

A Coordinator, Hilton Worldwide Sales (HWS) – Asia Pacific (6 months contract) will primarily provide administration support for the HWS office they are based in. This will include full administrative support for the client base, travel arrangements, events, expenses and liaising with external and internal customers.

You will provide administrative support for the HWS office. This may be either for an individual HWS Office where the coordinator will support the Account Directors and / or the Director of Sales or the administrative functions for the HWS Hub which supports the HWS Director and the Directors of Sales. The tasks may also include assisting in organizing events, maintaining data and reports, office management, maintenance of HWS information in the various portals and liaising with clients both internal and external (if required). You may also be assigned to a specific division within the HWS office and as such will then be responsible for other specific tasks that might be required.

 

What will I be doing?

As the Coordinator, HWS - APAC, you will be responsible for performing the following tasks to the highest standards:

Planning Activities 15%

• Coordinate with relevant stakeholders in advance of any events, exhibitions, roadshows etc.
• Plan meetings with preferred suppliers and contact in advance of upcoming events.
• Plan schedule of communication to hotels who might be interested in participating the various events with all the relevant information.
• Support the Sales team with planning and coordination of the various sales calls, Familiarization (FAM) trips and exhibitions.
• Plan ordering of office supplies and giveaways etc.

Organizing Activities 75%

• Provide Admin support for the sales team and assist in their daily activities where necessary.
• Organize collection of monthly sales reports for the team (where relevant).
• Ensure updated entry of activities and travel plans.
• Organize participation information for events and sales calls with all the relevant data. Ensure that the information includes payment details, participants details and travel / attendance arrangements.
• Ensure relevant communication is properly executed proactively both within the team and also within the hotels.
• Maintain and update relevant reports, special promotions, contracts, agreements and client databases for use by the Sales team.
• Maintain proper records retention (including contracts) as per the Reports Retention Policy.
• Coordinate client communication.
• Organize advance briefing during sales calls and FAM Trips to the hotels.
• Coordinate any required administrative work in terms of reporting of figures, account forecasts and drawing up account development plans within a given time frame.
• Manage hotel information centrally for the office and / or Hub.
• Help in preparation of monthly expenses and travel authorizations.
• Assist in meeting arrangements for HWS meetings where necessary.
• Coordinate collection of information for the various trackers (where relevant).
• Recording and preparation of accurate minutes of meetings (where required).
• Assist in handling corporate (or other) RFPs, Preferred Agreements and act as a liaison between the sales teams, hotels and customers.
• Responsible for data and information on the Lobby pages as well as the common drive.

Directing Activities 5%

• Direct stand managers and support staff during various events.
• Direct contractors and suppliers to ensure smooth running of the offices.

Staffing Activities 5%

• Maintain all relevant personnel documentation and files including attendance and vacation schedules.

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the supervisor based upon the particular requirements of the company.

• Handling and delegating any ad hoc enquiries from non-managed accounts.
• Assist in preparation of sales presentations based on the customer needs.
• Participate and attend relevant events and/or meetings where required.
• Ensure all calls are handled as per company standards and act as a point of contact in the absence of a salesperson.
• Liaise with the other HWS offices where appropriate.
• Attend client meetings (if required) and represent Hilton Hotels. Implement and use basic sales guidelines set out in Customer interaction programs as defined by Hilton.
• Hosting WebEx calls for offices.
• Set up coordinate and report the after-event surveys.
• Assist other administrative functions when required and directed.