Administrator, Sports & Leisure

Job Summary

• Handles all communication in and out of the Sports & Leisure Department to ensure a smooth running of the department and maximizing revenues.
• Ensures professional and consistent services according to the Leading Quality Assurance (LQA) assessment the global market leader in quality assurance assessments and benchmarking analysis for the luxury hospitality industry.
• Ensures bookings and communications are completely complying with all required standards as specified and mandated by the leading Quality Assurance assessment.
• Delivers high standard of customer satisfaction through efficient booking procedures and supporting services to all guests.
• Supports the Leisure team to drive revenue on a daily bases to ensure daily, month & yearly targets are met and exceeded.

Key Duties And Responsibilities

• Performs secretarial responsibilities as an administrative assistant and coordinates activities of the department, in matters pertaining to appointments, mails and other general affairs.
• Maintains all employee files and records in the respective department.
• Ensures Time & Attendance records for payroll process.
• Schedules appointments and maintains calendar for the HOD.
• Takes minutes of major meetings as maybe required by the HOD.
• Arranges business itineraries and co-ordinates HOD’s travel requirements.
• Sorts and furnishes incoming mails and documents for the HOD and attaches appropriate file to facilitate necessary action, determine routing, signature required and maintains follow up.
• Receives incoming calls for the HOD and takes messages as appropriate.
• Receives incoming calls related to Sports & leisure, coordinate bookings to maximizing revenues.
• Monitors bookings for activities, make changes and updates accordingly to avoid complaints and maximizing revenues.
• Prepares communication outlined by HOD in oral or written directions.
• Handles the Micros, make sure all cheques are closed end of the shift.
• All accounting documentation to be completed including cheques for the day, cash and reports dropped in accounts as required by Accounts.
• Support outdoor & indoor activities as well as supporting the Spa.
• Assist during big events and also support the kids club when required example.( Christmas, New year, Easter Brunch )
  Coordinate and conduct daily communications briefings in the absence of the S&L manager.
• Maintains filing or records management system and other office flow procedures.
• Coordinates with Division Heads on meeting deadlines per HOD’s directions.
• Acts as administration consultant to staff on certain issues.
• Handles and distributes all incoming correspondence related to respective department.
• Maintains a comprehensive filing system for respective department.
• Receives incoming telephone calls.
• Arranges the appointments schedule for the HOD and reminds her/him accordingly.
• Attends and takes minutes and notes from departmental meetings.
• Brings urgent matters to the attention of HOD.
• Maintains accurate annual leave schedules/records of respective department.
• Sorts and compiles monthly attendance records for the division in timely manner.
• Maintains a clean and orderly office environment.
• Prepares outgoing correspondence for the HOD and, when necessary.
• Prepares computer spreadsheet reports as required.
• Assumes any other duties as required by the HOD or in her/his absence.
• Sets a good example for other secretaries/ administration clerks/coordinators in the Hotel and provides guidance when necessary
• Involves, encourages and supports in all the employee engagement activities in the hotel.

Skills, Experience & Educational Requirements

• Hotel Management Diploma or Bachelor Degree or its equivalent
• 2 years in similar position in a five star hotel
• Computer literacy in Microsoft Office to include – Word / Excel / Power Point
• Organized and disciplined, dedicated and loyal
• Friendly, pleasant and easy to be around
• Work effectively under pressure to meet deadlines
• Expertise in written and spoken English
• High level of telephone skills
• Willing to take personal responsibility for own performance