About this role
REQ13716 Administrative Assistant, Front Office (Open)
POSITION SUMMARY:
The Administrative Assistant, Hotel and F&B is primarily responsible to provide smooth and efficient administrative support to the Front Office. This position requires strong communication skills, multi-tasking abilities and a commitment to delivering outstanding service to both guests and staff.
PRIMARY RESPONSIBILITIES:
• Answer and direct phone calls at the front office, managing incoming inquiries in a timely manner. • Responding to guest comments on ReviewPro or delegating to the respective department for handling and responding. • Update the guest Itraks onto the guest profiles. • Preparing the amenities for the following day and sending to the respective departments • Monitoring the queue rooms and checking in the rooms when they become available and follow up by calling/emailing/ or sending a WhatsApp message to the guest. • Assist with inputting Birchstreet requests. • Assist with creating HBF or any documents which requires to be Docusigned • Assists in handling requests for general information and allowable data but maintaining the needed confidentiality. • Assist in walking the departures to assist Front Office as well as Housekeeping, • Assists in the preparation of assigned correspondence, reports, drafts, memos and emails. • Attends and prepares meeting minutes as and when required. • Prepares reports, letters, memorandums, fax etc as assigned by the VP of Hotel and F&B whilst always ensuring the strictest levels of confidentiality. • Ensures professional and timely handling of guests' concerns. • Maintains positive guest and colleague interactions with good working relationships. • Works closely with other Business Units in a supportive and flexible manner, focusing on the overall success of the hotel and the satisfaction of hotel guests. • Be fully conversant with all duties of the secretary and to ensure that in the absence of the other Secretaries, provide coverage of duties as required. • Exercises responsible behaviour at all times and positively representing the hotel team. • To have a thorough understanding and knowledge of all departments within the division. • Maintains high standards of personal appearance including uniform, always grooming and hygiene. • Carries out any other reasonable duties and responsibilities as assigned
QUALIFICATIONS:
Experience
• Previous experience in Hotel Front Office operations or a similar administrative role is highly
Education
• Bachelor’s degree or equivalent work experience
Skills / Competencies
• Fluent in English; excellent verbal and written skills • High level of computer skills (Outlook, Excel, Power Point, Word) • Opera (PMS) exposure and/or experience, preferred. • Knowledge in office and calendar management, confident in dealing with guests and taking phone calls, maintains a good filing system • Ability to multitask effectively in a fast paced-environment while maintaining attention to detail.
PERPERSONAL COMPETENCIES:
• Achieves agreed objectives and accepts accountability for results • Displays a high commitment to delivering results • Leads others to achieve business objectives • Communicates effectively • Displays the highest level of integrity • Ability to maintain discretion • Self-motivated • Approachable