Meeting Planner - Sourcing & Administration Support
Warszawa
Meeting Planner - Sourcing & Administration Support
Warszawa
Nr Ref.: 1052139
Warszawa
Nr Ref.: 1052139
HAYS Poland jest firmą doradztwa personalnego, należącą do międzynarodowej grupy HAYS plc, notowanej na giełdzie w Londynie i największej firmy rekrutacyjnej w Wielkiej Brytanii.
Grupa posiada ponad 390 biur w 27 krajach na całym świecie, w których łącznie pracuje 8 300 specjalistów. Jest liderem w Europie Środkowej i Wschodniej, Azji, Ameryce Południowej, Australii, Nowej Zelandii, Chinach, Japonii, Hong Kongu i Kanadzie.
For our Clients, world’s leader in business travel industry, we are looking for specialists who are searching for Meeting Planner – Sourcing & Administration Support
The internal function Sourcing & Administration Support does support the Project Manager / Senior Project Manager as well as the Team Leader / Team Manager. The fields of support include the areas of sourcing & contracting, accounting, reporting, project management support, but in majority does not include and require direct client contact.
This position will as well strongly interact with our Swiss Meetings & Events team and therefore working very closely with the local accounting specialist with the Meetings & Events team. The person in charge will be working for a dedicated team with the Swiss Meetings & Events market and also report directly to the Team Leader in Switzerland while having a dotted line to the Team Leader / Market Leader in Poland.
Responsibilities:
- Venue sourcing & Contracting Briefing with Project Manager Sourcing of venue and services according to briefing and clients request and preferred suppliers (mainly hotels, meeting locations, restaurants) Re-negotiations to drive client savings Creation of overviews and comparison reports Contract set up / preparation for Project Manager
- Accounting: Supplier payments Monitor and follow up on bookings Recommends actions to resolve discrepancies Dunning processes Invoicing and account reconciliation Various finance reporting tasks Commission handling
- Reporting: Reporting and reconciliation tasks in the meeting management tool (Cvent) in close interaction with the Swiss Meetings & Events team
- Project Management Support (Project Managers located in Zurich, Switzerland): Rooming-/Participant lists Delegate management in online tool(s) and with suppliers Support in organization and handling of transfers, restaurants, social activities etc.
- Various administration tasks
Challenges:
- Orientation in a complex and wide area of responsibility
- Strong alignment with the Swiss Meetings & Events team and regarding the monitoring of financial deadlines and execution of payments.
- Priorities and tasks management, partially with several purchasers with managerial authority.
- Managing and prioritizing tight deadlines
Qualifications:
- Enjoying administrative tasks and structured work.
- Good knowledge of meeting venues, primarily in Europe.
- Strong negotiation skills.
- Fluent communication skills in English, German language skills is a big plus
- Good understanding and usage of online tools and reporting systems
- Solid accounting understanding, basic knowledge in bookkeeping; analytical thinking
- Competency in Microsoft applications including knowledge of Excel
- Team-working skills, good collaboration with the Project Manager / Senior Project Manager
Our Client offers full time job in an international company with stable employment conditions, opportunities of professional development in multinational environment, outstanding benefit package, training and interesting career path within the company.
Sounds interesting? Do not hesitate and send your CV in English.
In your application please include the following statement: „I hereby authorize you to process my personal data included in my job application for the needs of the recruitment process (in accordance with the Personnel Protection Act 29.08.1997 no 133 position 883)”.
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