Reports to:
· Reservations & Events Manager
The Administrative Assistant’s primary responsibility is to assist the ATLAS Reinforcement Team (IE: the Support Office) with various retail, administrative and reservation related duties.
Duties and Responsibilities
The Administrative Assistant’s responsibilities and scope span across a number of individual departments.
As such, this position will also take direction from other roles such as:
· Brand & Communications Manager
· Venue Operations Manager
· HR Manager/ Senior HR Executive
· General Manager & CEO
Retail
· Sending of daily delivery and collection report after 2pm
· Assist with management and delivery of all ATLAS retail orders including:
o coordination between departments
o packaging of orders
o planning of delivery drivers
· Assist with tracking of all orders through the process from order to delivery or collection
· Assist in organising an effective BOH stock storage area; includes labelling, cleanliness, and organisation
· Assist the Venue Operations Manager with overall stock management related to ATLAS retail.
· Ensure stock levels for retail items are recorded accurately on the excel sheet and kept in BOX.
· Ensure to share the retail gin stock levels with Head Bartender, Venue Operations Manager and Reservations and Events Manager on a monthly basis, or whenever it is below par level.
· Ensure all bottled cocktails are maintained at the agreed upon par levels.
· Ensure accurate physical stock levels for retail items are kept at ATLAS and in the office.
· Packing of all retail related items, such as posters in poster tubes and postcards in sets.
· Supply postcard sets to the host team (weekly) ensure only a predetermined number are distributed.
· Receive and keep track of retail stickers.
· Inform Brand & Communications Manager when cocktails stickers are running low.
Administrative
· Follows ATLAS written communication standards at all times
· Monitor emails and other correspondence and respond in an appropriate, professional and timely manner
· Assist with overall organization of ATLAS office- checking and setting of PAR levels, and ordering of office supplies such as coffee, tea, cleaning products and stationery
· Assist with admin tasks such as tracking birthdays, birthday cards and farewell cards
· Proactively find ways to make processes and procedures more efficient and effective for yourself and others
· Take meeting minutes and disseminate appropriately
Reservations
· On an ad-hoc basis or during the Reservations Executive’s absence, the Admin Assistant is expected to:
o Respond to all incoming requests via e-mail in a time sensitive manner including reservation requests as well as general information enquires
o All e-mails that require the assistance of another staff member are to be forwarded with the utmost attention to time and detail
o Assist all guests with reservation enquires, finding the best possible solution to meet both the guest’s preferences and the operational needs of ATLAS
o Answer any calls from the main ATLAS phone line, handing all such communications in a friendly, hospitable, and professional manner
o Conduct all necessary follow-up with guests regarding upcoming reservations including, but not limited to, change in date/time of reservation, missing information for upcoming reservations, confirmation of upcoming reservations.
o Prepare all reservation summary documents for FOH team including reservation summaries for Lunch, Afternoon Tea, Evening and Sundays at ATLAS services
o Communicate all Afternoon Tea reservation details between FOH, Kitchen and Host teams.
o Assist with communications between all ATLAS teams regarding upcoming reservations for PX or other guests, ensure stock availability, correct table allocation, proper staff assignments, and anything else required to provide an exceptional service
o Handle inputting of all reservations into SevenRooms without error
o Understand the full ATLAS reservations policy, understanding when exceptions are to be made and when not.
o Update ATLAS guest history profiles, guest preferences and assist in maintaining the PX database.
o Develop well-rounded knowledge of all ATLAS menus, beverage lists and all other special promotions and develop the ability to answer guest questions about menu items in an informative and helpful way
o Take corrective action if service errors occur, ensuring all guests have a pleasant experience
o Coordinate any special guest request for ATLAS such as personalized experiences, gift cards etc.,
o Assisting in management of online reservation system SevenRooms
o Assist in management of PVS tenant database, preparation of new ATLAS Tenant cards
o Perform any tasks as assigned by the Management.
Juniper Society
- Management of ATLAS Juniper Society administrate tasks
- Updating new members
- Followingup with current members on membership renewal
- Coordination of Juniper Society Events
- Coordination of guest list for Juniper Society Events
- Coordination of membership with Finance and Ops team
- Maintenance of Juniper Society member list inclusive of Moosend online database (including the coordination of welcome gifts for Juniper Society Membership)
Operations
· Maintain good working relationships with all colleagues and contacts.
· On an ad-hoc basis or during the Senior Operations Support Executive’s absence, the Admin Assistant is expected to:
o Liaise with key stakeholders both internal and external to the company in a timely and professional manner (ATLAS Management team, other team members, guests, suppliers, brands)
o Coordinate pick-ups and deliveries with suppliers as directed or required.
o Assist the Senior Operations Support Executive with purchasing and procurement as directed, including:
§ finding new suppliers
§ seeking samples
§ quotations for new items
o Responsible for daily breakage reports.
o Assist with distribution of petty cash.
o Assist with managing of locker and locker room keys.
Production
· Print menu top-ups and deliver them to ATLAS as needed (typically 1-2 times a week).
· Assist the Brand & Communications Manager with lamination of above materials as needed.
· Assist in changing the physical collections menu, as directed by the Brand & Communications Manager (typically once a month).
· Print and cut tent cards for events as directed by the Reservations & Events Manager.
· Overall ad-hoc printing (SOPs, training materials, and other miscellaneous items). Administrative Assistant to receive requests directly from HOD’s.
