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
