Hotel Administrator

Scope of work (JOB PURPOSE)

• Performs administrative, secretarial, logistics and operational guests related task for several departments within the hotel business unit. Acts as a resource and point of contact for coordinating internal and external projects. Develops systems, methods and procedures for managing and coordinating hotel offers and marketing inquiries. Utilizes knowledge of departments and company to facilitate communications and completion tasks.

Main Responsibilities

• Communications and Liaison Role: Reviews emails and other forms of communication. Provides general information of forwards inquiries to appropriate departments. Acts as a resource, point of contact and information source. Maintains ongoing communications and information to staff, including coordinating timelines and schedules.
• Program Administration: Updates data base maintains records and contracts as well as supporting operations where required. Maintains all Ordering of the hotel departments and keeps trace of all orders made through the relevant system.
• Admin Support Role: Drafts letters, memos, emails and reports and required to support operational departments. Prepares and tracks proposals. Arranges and coordinates meeting requirements. Maintains duty rosters, Lieu days and Public Holiday count for all Hotel employees and provides weekly update and monthly consolidated reports for all departments, takes minutes of meetings and maintains a status update weekly.
• Office Management: Creates and tracks method to maintain contracts, project works and information. Maintains all required authority documents such as trade license, alcohol license etc. and places a trace for expiry. Continuously evaluates admin support procedures to ensure high levels of productivity.
• Active Guest Communications: Supports operational departments with guest emails and tracks and records all information, laisse with guest relations on emails from guests following any negative comments given and follows up on communication. Including any VIP requests.

Tasks Included but not limited to:

• To establish a proper filing system for all documentations related to Housekeeping Department.
• To record all incoming / outgoing items in the office
• To carry out required ATW and Onsite HSE and Maintenance requirements for any 3rd party work required within the hotel.
• To trace and record any repairs on operating equipment.
• To compile all reports daily and safe keep in assigned areas.

Health & Safety

Managers/Supervisors are responsible for all aspects of Health, Safety & Security within their department, in line with the Group Policy (HS001). They must ensure that risk assessments have been carried out, that safe working procedures are in place for all work activities and that all employees under their management are aware of the Group Health, Safety and Security Policy and their obligations under it. They must ensure that safe working practices are monitored, and that risk assessments and procedures are reviewed regularly. Where incidents do occur, they must ensure that they are investigated appropriately and that where necessary, corrective action is taken to ensure that such incidents are not repeated.

Qualifications, Experience, & Skills

• Candidate with Coordinator / Administrative Studies background or equivalent.
• At least three (3) years of experience in similar job profile and preferable with hospitality industry exposure.
• Detail, strong analytical, evaluative, coordination and organizing skills;
• Good command of English both writing and communication skills.
• Energetic, flexible, and customer focused with strong interpersonal skills to effectively communicate with a wide range of individuals and constituencies in a diverse community
• Strong organizational and follow-through skills to coordinate work plans, ability to prioritize works based on urgency
• Possess ability to work under pressure and high demand environment
• Must have exceptional knowledge of working with MS Programs, Hotel Ordering systems and company/group portals