Specialist, Meeting Services Support (Vietnamese Speaker)

Job Description Travel, Meetings, Events & Fleet (TME&F) Organization – Meeting Services Support operates across the Americas, Europe, and Asia and is responsible for delivering standardized, compliant, and efficient global processes that support the company's business divisions and markets. Through a centralized service delivery model, TME&F enables operational excellence, financial stewardship, and consistent stakeholder experience worldwide. The Specialist, Meeting Services Support independently manages end-to-end meeting administration and related financial activities for assigned markets or processes. The role applies company policies and procedures to standard and moderately complex cases, coordinates with cross-functional stakeholders, resolves operational issues, supports new joiners, and contributes to process standardization, transition, and continuous improvement. Key Responsibilities End-to-End Meeting Operations • Independently manage assigned meeting cases from request intake through event creation, vendor or account support, agreements, purchase orders, reconciliation, payment, and event closure. • Input & review information for completeness, accuracy, authorization, and readiness before processing. • Apply approved market requirements, meeting procedures, controls, and service standards consistently. • Manage multiple priorities and communicate the status, dependency, risk, or required action to relevant stakeholders. Operational Issue Resolution • Investigate incomplete, rejected, aging, or unusual requests and coordinate the actions needed for resolution. • Perform operational root-cause follow-up for recurring errors, delays, duplicate communication, or rework. • Resolve standard payment, vendor, purchase order, expense, reconciliation, and event-closure issues with the appropriate support teams. • Escalate policy interpretation, control concerns, sensitive stakeholder matters, or high-impact cases to the Senior Specialist or Manager. Stakeholder and Service Management • Coordinate directly with Meeting Owners and internal TME&F colleagues, together with Compliance, Finance, relevant Procurement teams, Source-to-Settle teams, employee expense teams, and Meeting Planning Agencies. • Provide clear guidance on information and documentation requirements within the approved operational scope. • Handle operational inquiries professionally and provide timely, accurate updates. • Monitor assigned open items, aging cases, outstanding documentation, and upcoming deadlines. Documentation, Training and Improvement • Maintain market work instructions, standard operating procedures, checklists, templates, user guides, and operational trackers. • Support onboarding, knowledge-transfer, shadowing, refresher training, and case coaching for Associate Specialists and new joiners. • Identify opportunities to simplify, standardize, automate, or remove duplicate activities. • Support process mapping, testing, transition, go-live, hypercare, stabilization, and post-implementation reviews. • Contribute operational data and insights for service reviews and improvement discussions. Key Stakeholder Management • Meeting Owners, Event Owners, Product Managers, coordinators, and business stakeholders across supported markets. • Associate Specialists, Specialists, Senior Specialists, and the Meeting Services Support Manager. • TME&F colleagues across Business Partner, Process Excellence, Strategy, Program, and regional operations teams. • Compliance, Legal, Finance, Procurement, Source-to-Settle, and employee expense teams. • Meeting Planning Agencies and other approved external service providers, where applicable. Performance Expectations Service Level and Timeliness • Independently deliver end-to-end cases within approved service-level timelines. • Proactively monitor aging items, dependencies, and approaching deadlines. • Communicate delays, risks, and actions clearly to stakeholders and the operational lead. Quality and Accuracy • Achieve the quality, accuracy, and Right First Time targets established for the team and process. • Reduce rework through effective completeness checks, sound operational judgment, and clear stakeholder guidance. • Investigate recurring errors and implement or recommend corrective action. Ownership and Improvement • Own assigned cases through resolution and maintain clear status visibility. • Provide practical guidance to Associate Specialists and new joiners. • Contribute to standardization, simplification, automation, transition, and hypercare activities. Success Measures • Reliable end-to-end delivery within agreed service levels. • Quality, completeness, and right-first-time performance across assigned cases. • Timely resolution of aging items, rework, and stakeholder inquiries. • Accurate and current process documentation. • Effective support for transitions, onboarding, and continuous-improvement activities. Education and Experience • Bachelor’s degree in Business Administration, Accounting, Finance, Economics, Science, or a related discipline. • Typically, 3 or more years of relevant experience in meeting operations, finance operations, accounts payable, purchase-to-pay, expense management, event administration, or a similar operational environment. • Experience independently handling cases and coordinating issue resolution across multiple stakeholders. • Relevant language capability may be required for the supported market and will be stated in the job posting. Required Skills and Capabilities • Good understanding of operational controls, compliance requirements, finance processes, and documentation standards. • Strong analytical, problem-solving, prioritization, and follow-up skills. • Ability to work independently while collaborating across countries, functions, and time zones. • Strong written and verbal communication skills with the ability to explain requirements. Language Requirements Speak, read & w…