Commercial Coordinator - Waldorf Astoria Maldives Ithaafushi

Waldorf Astoria Hotels & Resorts is Hilton’s luxury brand of iconic hotels committed to personal service and culinary excellence in landmark locations around the world. Each property delivers unforgettable experiences and offers a strong sense of arrival with impressive public spaces worthy of hosting history. Guests can expect True Waldorf Service from the moment they reserve their stay to the moment they leave the property doorstep. Waldorf Astoria Maldives Ithaafushi made a wow debut in 2019 and is already recognized as one of the finest resorts in the world. Sprawled across three islands, the resort is one of the most sizable in the Maldives. It boasts the country’s largest spa, extensive recreation facilities and it’s the Maldives resort with the most culinary choices (an impressive 11 specialty cuisine dining options). Besides its 117 luxurious villas, the resort is also home to an exclusive offering: a private island, the largest in the country which is to be rented out in its entirety.

Once you get a glimpse of this one of its kind resort, you know you arrived to a sun-soaked paradise. Luxurious villas act as vast private indoor-outdoor playgrounds, each featuring its own private pool. Everywhere you look, from the standalone villa bathtub to the glass-bottomed floors in the spa’s treatment pavilions, the azure water steals the show.

Are you ready to join our talented and dedicated team at Waldorf Astoria Maldives Ithaafushi and take your career to new heights?

What are we looking for?

Commercial Coordinator serving Waldorf Astorai Maldives Ithaafushi will perform general office duties to support the day-to-day administration of the Commercial department and support the Team including coordination of all activities as well as to ensure agreed company procedures are in place.

What will I be doing?

• Responsible for all administrative systems and procedures in the Commercial office
• Update HR fusion system daily and support each HOD to make sure DO, AL, PH are cleaned as per resort rules
• Provide administrative support to the Commercial Team including

  • Recording all partners contracts

  • Database management - Develop and maintain up-to-date database for all markets

  • Handle all incoming calls and guests’ enquiries in the absence of the sales team members

  • Assist in arranging and coordinating fam trips and media stays, ensuring all forms are signed and details are checked prior to arrival

  • Maintain adequate office supplies, initiate purchase requisitions and having updated list for cooperate gifts and maintain the inventory.

  • Assist in conducting site inspections for both Fam and Media stays including preparing detailed itineraries

  • Update reservation profiles on contracted partners

  • Create and update D Numbers for contracted partners and update SRP Rate codes accordingly

  • Assist CD and DOS with travel arrangements and expenses

  • Coordinate the preparation of travel plans and register Sales Team members for relevant tradeshows, working closely with the Executive Assistant to arrange General Manager’s tradeshow participations

  • Update details/Offers of resort on Consortia Channels with the assistance of Director of Performance

  • Submit monthly Finance Related Expenses along with detailed breakdown for accrual purposes and do P&L reports for month end closing

  • Prepare marketing agreements for Travel Agents according to CD/ACD approval

• Ensure all purchasing and invoices are submitted in Check SEM or DOCMX finance system on a monthly basis

• Respond to group inquiries received via Cvent, Meeting Broker, and other channels

• Generate and maintain an organized, systematic and updated filing system in order to ensure easy accessibility for all

• Answer telephone calls using appropriate etiquette

• Organizing Commercial gatherings and team building activities

• Assist in sourcing client giveaways and liaise with supplier on shipment dates and delivery dates

• Serve as a point of contact for internal and external customers

• Prepare and review documents accurately and completely

• Resolve enquiries/requests from clients, within departments and HWS offices

• Assist in compilation of reports, presentations and coordination of sales activity assigned by CD, ACD and DOS

• Ensure that quality assurance expectations and standards are complied

• Develop and maintain positive working relationships with other departments and within the division

• Report any equipment failure / problems to the maintenance department

• Participate in trainings / development schemes recommended by Senior Management

• Perform other reasonable job duties as requested by CD/ACD

• Prepare reports weekly and monthly for CD and ADOS as requested

• Follow up on CD projects on a timely manner and assist CD on necessary arrangements for family visit

• Keep up to date with Hilton University trainings and Waldorf NOW to ensure no deadlines are missed

• Communicate announcements from HR to commercial team (on- and off the island)

• Coordinate transportation request of commercial team