Job Description
Office and Administration Manager
As a sales coordinator, you will perform general office duties and support the sales team achieve their set objectives.
What is in it for you:
Employee benefit card offering discounted rates in Accor worldwide
Learning programs through our Academies and the opportunity to earn qualifications while you work
Opportunity to develop your talent and grow within your property and across the world!
Ability to make a difference in the local community through our Corporate Social Responsibility activities, like Planet 21
What you will be doing:
Reporting to the Cluster General Manager or his designate, responsibilities and essential job functions include but are not limited to the following:
Administrative and Secretarial Support
Support the EXCOM by managing their schedules and deadlines while accommoding requests in a timely manner
Personally greeting all internal/external guests, offering support and directing enquiries
Consistently offer professional, friendly and engaging service
Administer the day-to-day operation of the Executive office
Prioritize all telephone calls, in-person visitors and schedule appointments
Provide all office administration duties such as written correspondence, email, photocopying and ordering office supplies
Maintain confidential filling system for correspondence, policies, standards, regulations and various matters related to the Executive office
Take minutes of meetings, compiles and distributes them
Types confidential reports and letters
Orders and coordinate travel for hotel staff and ensure that all flights have been authorized.
Arranges venue, equipment and refreshments for meetings as required by the Cluster General Manager
Answers telephones, screen calls and makes calls on behalf of the Cluster General Manager
Reads arrival list and VIP list to make Cluster General Manager aware of returning guests and VIP guests
Communicates with Front Office to organize appropriate gifts for VIP Guests
Maintains the highest level of confidentiality regarding staff, business and guest information
Assists EXCOM in preparation and compiling of draft contracts, presentation and reports.
Assists with project proposals and special events
Collect organizers and provide appropriate research data by utilizing all available resources, analysis and resource administrative needs in innovative ways
Organize and supervise other office activities (recycling, renovations, event planning)
Enforcing systems, policies and procedures when and where required
Dealing with petty cash and its monthly reconciliation
Health and Safety
Ensures that all potential real hazards are reported and reduced immediately.
Fully understands the hotels fire, emergency and bomb procedures
Applies hotel regulations appearing to existing laws and regulations for safety.
Anticipate possible and probable hazards and conditions and either correcting them or take action to prevent them from happening
Maintains the highest standards of personal hygiene, dress, uniform, appearance, body language and conduct
Responsible business: show involvement and be interested in environmental and or social issues by participating in ESG and departmental activities.
Online Reputation Management
In charge of monitoring and improving how the business is viewed online.
Controlling correspondence
Trust You request tracking, monitoring and weekly reporting.
Respond to guest views via OTA’s Google and TripAdvisor and communicate to team members in a timely manner.
Reporting of Quality Assurance findings and recommendations to the team.
Miscellaneous
Attend meetings and trainings required by the Cluster General Manager.
Assist Heartists to perform similar or related jobs when necessary.
Ensures guest satisfaction by attending to their request and inquires courteously and efficiently.
Accepts flexible work schedules necessary for uninterrupted service to hotel guests.
Maintains own working area, materials and company property clean, tidy and in good shape; reports defective materials and equipment to the Cluster General Manager.
Continuously seeks to endeavor and improve own knowledge of the job function.
Is well updated and possesses solid knowledge of the following;
Hotel fire. And emergency procedures
Hotel health and safety policies and procedures
Hotel, facility and nearby sites of interest and importance i.e. (hospitals, stations, tourist sites)
Hotel standards of operation and departmental procedures.
Current licensing relating to the hotel
Accepted methods of payment by the hotel
Short and long term hotel goals, as well as corporate and marketing promotional programs.
Corporate clients and clients generating high business volume
Union agreements.
Qualifications
Your experience and skills include:
Proficient in Microsoft Office applications including PowerPoint, Excel and Microsoft Word
Able to work creatively with Canva
Previous experience in an administrative role required
University/College degree in a related discipline is an asset
A background or knowledge in PR, Legal and Marketing is preferred
Previous hotel experience preferred
Excellent communication and organizational skills
Strong interpersonal and problem solving abilities
Highly responsible & reliable
Ability to work cohesively as part of a team
Opera knowledge is an advantage
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