The 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 a 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 initiatives.

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.
• Review and validate information for completeness, accuracy, authorization, and readiness before processing.
• Apply approved market requirements, meeting procedures, controls, and service standards consistently.
• Manage multiple priorities while communicating status, dependencies, risks, and required actions to relevant stakeholders.

Operational Issue Resolution

• Investigate incomplete, rejected, aging, or unusual requests and coordinate actions required for resolution.
• Perform root cause analysis on recurring errors, delays, duplicate communications, or rework activities.
• Resolve standard payment, vendor, purchase order, expense, reconciliation, and event closure issues with appropriate support teams.
• Escalate policy interpretation questions, control concerns, sensitive stakeholder matters, or high-impact cases to the Senior Specialist or Manager.

Stakeholder and Service Management

• Partner with Meeting Owners and internal TME&F colleagues, as well as Compliance, Finance, Procurement, Source-to-Settle teams, employee expense teams, and Meeting Planning Agencies.
• Provide clear guidance on operational requirements, documentation needs, and process expectations.
• Respond to operational inquiries professionally and provide timely, accurate updates.
• Monitor open items, aging cases, outstanding documentation, and upcoming deadlines to ensure timely completion.

Documentation, Training and Continuous 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 team members.
• Identify opportunities to simplify, standardize, automate, or eliminate non-value-added activities.
• Support process mapping, testing, transitions, go-live activities, hypercare, stabilization, and post-implementation reviews.
• Provide operational data and insights to support service reviews and continuous improvement initiatives.

Key Stakeholders

• 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

• Deliver assigned end-to-end cases within approved service-level targets.
• Proactively manage aging items, dependencies, and approaching deadlines.
• Clearly communicate delays, risks, and mitigation actions to stakeholders and operational leads.

Quality and Accuracy

• Achieve established quality, accuracy, and Right First Time performance targets.
• Minimize rework through effective validation, attention to detail, and stakeholder engagement.
• Investigate recurring issues and recommend or implement corrective actions.

Ownership and Continuous Improvement

• Take ownership of assigned cases through completion and resolution.
• Provide practical guidance and support to Associate Specialists and new team members.
• Contribute to standardization, simplification, automation, transition, and hypercare activities.

Success Measures

• Reliable end-to-end delivery within agreed service levels.
• High-quality, complete, and accurate processing with strong Right First Time performance.
• Timely resolution of aging cases, rework items, and stakeholder inquiries.
• Accurate and up-to-date process documentation.
• Effective support for onboarding, transitions, and continuous improvement initiatives.

Education and Experience

• Bachelor's degree in Business Administration, Accounting, Finance, Economics, Science, or a related discipline.
• Typically 3+ years of relevant experience in meeting operations, finance operations, accounts payable, purchase-to-pay processes, expense management, event administration, or similar operational environments.
• Demonstrated experience independently managing cases and coordinating issue resolution across multiple stakeholders.
• Relevant language proficiency may be required depending on the supported market and will be specified in the job posting.

Required Skills and Capabilities

• Solid 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 effectively across countries, functions, and time zones.
• Strong written and verbal communication skills with the ability to explain requirements clearly and effectively.
• Intermediate proficiency in Microsoft 365 applications, particularly Excel, Outlook, PowerPoint, Teams, and SharePoint.
• Experience with platforms such as Veeva, SAP, Ariba, Concur, ServiceNow, Cvent, Salesforce, or equivalent enterprise systems.
• Process improvement mindset with the ability to identify recurring issues and recommend practical solutions.
• Ability to adapt to change, shifting priorities, and high-volume periods while maintaining quality and service levels.

Language Requirements

Candidates must be able to speak, read, and write:

• English
• Thai

Additional language capabilities such as Mandarin, Japanese, or other relevant regional languages will be considered an advantage.

Preferred Qualifications

• Experience working in multinational, regional, global operations, audit, or highly controlled environments.
• Exposure to a broad range of meeting types, congresses, sponsorships, travel management, expense management, and payment processes.
• Knowledge of Lean Six Sigma or other continuous improvement methodologies.
• Experience with Power BI, Power Apps, Excel Macros, UiPath, or similar automation technologies.
• Additional language proficiency relevant to the supported portfolio.

Additional Information

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