Delphi Coordinator

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**JOB DESCRIPTION DELPHI COORDINATOR**

The Delphi Administrator will provide high level administrative support by maintaining a clean and accurate Delphi. fdc system in accordance with Hilton audit standards, and perform clerical support to the Sales and Catering & Events management team.

**What will I be doing?**
- Amadeus / Delphi.fdc Reporting and Assistance for Catering, Conference Services, and Sales (running reports, training, creating queries
- Run all necessary reports as needed including month end.
- Maintain administrative support for all sales & events managers
- Contract Administrator; reviews/audits all tentative/definite contracts
- Training all new sales staff on computer systems, office procedures & policies
- Maintain and audit all data in Delphi.fdc

**Supportive Functions**
- Review and audit new definite booking contracts with Delphi for both the Sales and Catering departments.
- Routing/distribution of all definite contracts and addendums to each internal department.
- Run through weekly prospect and tentative lists at sales meeting.
- Support Sales managers with on demand prospecting reports
- Verify and resolve all group travel agent commission inquiries. Update monthly and yearly group commission forecasts.
- Audit room nights and revenue against reports provided by corporate Revenue Management on a weekly basis to ensure all systems are in balance.
- Use Excel to create and maintain monthly production and weekly three year pace reports.
- Assist directors with on demand reports dealing with monthly and yearly forecasting and budgeting.
- Collaboration with directors on incentive plans and result entry, uploading monthly
- Provide our Accounting department with post-convention reports with actual group room night and revenue figures
- Reception - answering all incoming calls within the sales office
- Entering inquiries into Delphi
- Weekly BEO distribution
- Run and send Daily Change Log Report
- Scan and send out Daily Pop-up/Missing/Revised BEOs
- Filing BEOs and maintain BEO changes
- Printing menus
- Arranging amenities and cards
- Setting up car transfers
- Send out Catering site/pre-planning alerts
- Initiate and maintain billing reconciliation with clients and vendors for all events
- Inputting payments into Delphi.fdc once deposits are collected
- Calculate Rooms and Food & Beverage Attrition summaries for all completed programs
- Perform other job related duties as requested

**What are we looking for?**

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation.
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
- Ability to write routine reports and correspondence.
- Ability to speak effectively before groups of customers or employees of organization.
- Ability to deal with problems involving a few concrete variables in standardized situations

**Qualification Standards**
- BA, BS preferred
- Previous management skills, general office skills an knowledge of computers
- Advanced knowledge of Delphi.fdc, Word, Excel, Power Point, and various other operating systems
- All team members must maintain a neat, clean and well-groomed appearance

**What will it be like to work for Hilton?