Dedicated to a global financial services client, the Specialist is responsible for the management and coordination of a variety of components of hotel group and event related travel projects out of Asia Pacific. As a member of APAC travel team, the Specialist will work closely with client stakeholders and the global, travel team and will serve as a liaison between the client and supplier(s) for the duration of the event from planning to completion. The Specialist builds and maintains stakeholders’ relationships, provides value added guidance and support whilst adhering to client procedures and standards.
Work with client stakeholders and travel team to support, coordinate and implement the assigned elements of company events, hotel group travel and meetings
Create and develop plans and timelines, ensure deadlines are met accordingly
Provide support with sourcing hotel groups contracts, utilizing and leveraging preferred and approved partners
Prepare estimated air and hotel program budgets, present to Manager for review and approval
Assist in development and presentation of proposals as required
Assist in scheduling meetings, providing logistics support and planning to ensure smooth implementation of events within allocated budget and timeline
Conduct pre-event briefings to travel team, update Events Standard Operations Procedures (SOPs) as needed, make recommendations for process improvements
Work closely with client stakeholders and travel team in ensuring accurate and timely information is clearly communicated, follow proper event process and standards set out by client
Manage hotel group blockage and rooming list coordination
Track and manage air, hotel and vendor attrition, cancellation and deposit schedules.
Support with ground transport arrangements where needed via existing preferred suppliers
Prepare event related payment requests, ensure timely payment of all supplier/vendor bills, oversee the invoice payment of deposits with the necessary follow ups, support reconciliation of final billing as required.
Responsible for organization and maintenance of all event files, event data quality and follow-up on inconsistencies
Participates in regular group meetings with client stakeholders, travel team, and any officially appointed third party partners of client
Travel projects and business plans: assist client to develop or support the execution of the assigned plans and projects, e.g. implementations, RFPs, data management, monitor KPIs
Ad hoc travel management reporting: research, gather data, analytics and prepare designated or customized reports
Facilitate effective communication with all levels of travel management team
Assumes and performs other duties and responsibilities not specifically outlined herein, as requested
Diploma or Degree in Event, Hospitality, Travel, Hotel Management or equivalent
Minimum of 3 - 5 years’ experience managing outside vendors, sourcing and negotiating contract services with regional focus
Minimum of 1 - 2 years’ experience in client management preferably within the Meetings & Events industry
Working experience in Travel Management Company and GDS knowledge would be an advantage
Understanding of event management technology (Lanyon/CVent) is preferred
CMP, PMP accreditation will be a plus
Strong time management and organizational skills to manage multiple projects
Excellent customer service skills and attention to detail
Strong communication and presentation skills
Good analytical skills and general understanding of event/group travel budgeting
Ability to lead and work well under pressure and adapt to ever-changing scenarios
Capability of problem solving - anticipating, initiating and resolving issues
Proficient in English, Mandarin, Cantonese, MS Office
This is an exciting experience within an international work environment. You’ll be working with a great international team of colleagues in a dynamic work environment.