HRCC Office Coordinator

The coordinator will be primarily providing administrative support to Director of Hilton Reservation and Customer Care (HRCC). He / she will also be supporting the daily business operations of the team.
Position Summary:
Administrative Activities 40%
· Provides expenses claims for HRCC departments, including IT telecom fee, property fee, delivery fee, etc.
· Receives and appropriately prioritizes incoming calls to the department
· Maintains department correspondence and files, assets
· Takes meeting notes as and when requested
· Designs and prepares departmental reports, e.g., charts, graphs, tables, etc.
· Researches, collates and enters data into spreadsheets or databases
· Drafts, participates in and completes allocated projects with minimal supervision within the required timescales
· On-boarding arrangements for new Team Members including administrative training
· Maintains contact lists, group email distribution lists and task lists for the Asia Pacific HRCC team
Coordinating Activities 10%
§ Responsible for routine coordination key function leaders such as regional office administrative team.
§ Coordinate with IT and real estate for office move and seats/facilities arrangement
§ Ensures on-boarding activities for new or transferring team members happen e.g. Laptop set up, mobile phone/Amex card ordering, etc.
§ Acts as a central point of contact for the GCM HRCC Team for office related, answering questions, finding solutions to problems etc.
§ Works independently or with a team on special projects as requested
§ Coordinates the assembly and distribution of information as requested
§ Assists with conferences, functions and dinners when necessary
§ Anticipates the needs & requirements of key HRCC leaders and takes action as necessary
Office and Facilities Management 20%
§ Manage office maintenance activities and purchase office supplies
§ Direct, coordinate and plan essential services (i.e. security, maintenance, mail, cleaning, catering, etc)
§ Work closely with property management to ensure office operations
Team Activities and others 20%
§ Develops and maintains productive working relationships with external and internal customers, representing the company and becoming a known point of contact.
§ Develops and maintain positive working relationships with members of the HRCC team
§ Conduct regular team activities, including big events of team and team members’ birthday/anniversary, etc.
§ Meeting, greeting and hosting guests etc.
§ Develop and maintain a working knowledge of Hilton’s products and services.
§ Any other duties as assigned by Director of HRCC APAC
· Qualification in Bachelor’s Degree
· Attention to detail and follow up skills are necessary to successfully perform job functions
· Ability to set priorities and handle multiple requests is a must
· Strong communication, time and relationship management skills
· Effectively bilingual in English and Chinese languages
· Proficient in MS Excel, PowerPoint, Word
· Self-motivated and driven
· Proactive and keen learner
· Excellent work ethics and integrity