Specialist, Meeting Services Support (Vietnamese Speaker)

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 & write in:

• English and Vietnamese

• Other language e.g., Mandarin, Japanese etc. will be added advantages.

• Intermediate Microsoft 365 capability, particularly Excel, Outlook, PowerPoint, Teams, and SharePoint.

• Practical experience with relevant systems such as Veeva, SAP, Ariba, Concur, ServiceNow, Cvent, Salesforce, or equivalent platforms.

• Process-improvement mindset and ability to identify recurring issues and practical solutions.

• Ability to manage change, shifting priorities, and high-volume periods while maintaining accuracy and timeliness.

Preferred Qualifications

• Experience in a multinational, regional, global operations, audit, or controlled environment.
• Broad exposure to different meeting types, congresses, sponsorships, travel, expenses, and payments.
• Added Advantage with Lean Six Sigma or other continuous-improvement exposure, Power BI, Power Apps, Excel macros, UiPath, or other automation tools.
• Additional language capability relevant to the supported portfolio.

Note

Responsibilities may be adjusted based on supported market requirements, meeting types, applicable policies, and business needs. The role must perform all activities in accordance with company policies, controls, privacy requirements, and approved procedures.