Sales Office Coordinator - Hilton Worldwide

Position Summary:
The Hilton Worldwide Sales (HWS) Coordinator will primarily provide administrative 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. The HWS Coordinator role is 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 support the administrative functions for an HWS Hub supporting the HWS Director and the Directors of Sales. The coordinator will be responsible for completing administrative tasks that 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). The Coordinator 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.

Base location: Conrad Istanbul Bosphorus

What will it be like to work for Hilton Worldwide?
With thousands of hotels in over 100 countries and territories, Hilton Worldwide offers countless opportunities to delight. From an open door to a welcoming smile and an exceptional experience, we offer the millions of travelers who stay with us every year a welcome they will never forget. 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 Worldwide Team Member. Because it’s with Hilton Worldwide where we never forget the reason we're here: to delight our guests, Team Members, and owners alike.

What will I be doing?

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, FAM trips and exhibitions.
• Plan the 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.
• Ensures 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.
• Managing 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.
• Is responsible for data and information on the Lobby pages as well as the common drive.

Directing Activities 5%
• Directs stand managers and support staff during various events. .
• Directs 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. Supportive Functions: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 and handled as per company standards and act as a point of contact in the absence of a sales person.
• 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.

What are we looking for?
The individual must possess the following knowledge, skills and abilities and be able to perform the essential functions of the job, with or without reasonable accommodation:
• Excellent communication and skills: presentations, written and verbal.
• Ability to direct collaboration among the team and external resources
• Demonstrates the highest standards of ethical behavior and absolute discretion with sensitive information
• Ability to take initiative to identify, priorities and implement actions required to achieve functional goals
• Strong organizational skills and ability to manage multiple projects and work effectively under time and resource constrains.
• Maintain a team focus by showing cooperation and support to colleagues in pursuit of department goals.
• Ability to read, analyze and interpret data.
• Open minder, flexible, creative and uses initiative to resolve issues.
• To be motivated, committed and enthusiastic, seizing opportunities to learn new skills and knowledge.
• Maintain a high level of professionalism in dealings with customers and internal stakeholders whether face to face, on the phone or via other channels.

What benefits will I receive?
Your benefits will include a competitive starting salary and holiday entitlement. As an employee you will become a member of the Go Hilton Team Member Travel Program, which provides reduced hotel room rates for you, your family & friends! We look forward to explaining in detail the range of excellent benefits that you would expect from a global hotel organization like Hilton Worldwide.

Required Qualifications/Experience
• Fluency in English
• University degree/ Diploma or experience in lieu thereof
• Significant work experience in administrative roles requiring a high level of organization.
• Advance knowledge of MS office and basic to intermediate knowledge of sales tools used.
• Experience working in multi-cultural or international settings

Preferred Qualifications/Experience
• Hospitality industry experience preferred in Sales and Marketing roles
• In-depth knowledge of business sector manage
• Advance Excel skills and expert proficiency in Sales Systems and processes.
• International experience advantageous
• Working knowledge of other languages beneficial