The Admin Executive (Culinary) is responsible for assisting the Executive Chef with the administration and smooth running of the Culinary Division. The position is primarily responsible for organising work and following up on pending projects.
Primary Responsibilities
Administrative and General
- Reflects Raffles Hotel Singapore’s philosophy by providing high quality of service to our guests by adopting a positive attitude and keeping the team spirit at the highest level.
- Greets with smile at all times to colleagues and guests anywhere in the hotel.
- Has a pride of self-personal appearance and grooming.
- Remains confidential about all matters of such nature.
- Maintains and updates all Culinary files.
- Types correspondence and ensures accuracy of grammar, composition and format.
- Handles incoming and outgoing calls according to hotel standards.
- Clears IN/OUT trays and mailbox for Culinary division and distributes to address concern.
- Ensures proper requisitioning and controls office supplies; follows up on delivery of materials and documents.
- Ensures all correspondences, messages, e-mails are responded in timely manner/ disseminated accordingly.
- Handles and follows up on assignments as assigned by superior.
- Ensures security and upkeeps of all department confidential files.
- Handles all appointment concerning the superiors and keeps track their schedule and engagements.
- Ensures all arrangements are made prior to meetings (booking of meeting rooms, set ups, meeting materials).
- Co-ordinates with colleagues and representatives of other departments to ensure an efficient flow of communication.
- Informs concerned personnel of details of meeting.
- Takes minutes for meeting as required; ensures to disseminate minutes to all concerned.
- Prepares necessary contracts as instructed by superiors.
- Maintains updated files of contracts and all matters pertaining to entertainers.
- Ensures personal awareness of the activities and services within the hotel in order to promote the property and be responsive to guest inquiries.
- Handles all appointment requests for superiors and schedule accordingly.
- Adheres to the set procedures for attendance and timekeeping.
- Ensures timely reporting of malfunction, followed up with maintenance of appropriate office equipment when required.
- Assists outlet managers with administrative duties whenever required/appropriate.
- Maintains general cleanliness of the Culinary office.
- Performs any other duties and responsibilities that may be assigned.
Learning and Development
- Participates in learning and development activities to improve knowledge and skills.
Involvement in Wider Job Function Relationships
- Maintains collaborative working relationships with colleagues, supervisors and managers.
- Builds guest loyalty and to develop to a professional relationship with local guests and regular patrons.
- Continually improves product through obtaining feedback from guests and patrons.
- Upholds Accor values of Guest Passion, Trust, Sustainable Performance, Spirit of Conquest, Innovation and Respect, when undertaking any tasks and in any internal and external interactions.
- Follows sustainable procedures and practices that supports ‘Planet 21’ initiatives (Accor’s Corporate Social Responsibility program).
Candidate Profile
Knowledge and Experience
- Minimum Secondary education.
- Additional improvement programs in Food & Beverage an advantage.
- Minimum 1 year secretarial/coordinator experience.
- Minimum 1 year relevant experience in a similar capacity an advantage.
- Oral and written fluency in English.
- Strong working knowledge of Microsoft Office.
- Strong knowledge of HACCP and has to work closely with Hygiene Director.
Competencies
- Ability to work effectively and contributes in a team across divisional borders.
- Good presentation and influencing skills.
- Flexible and able to embrace and respond to change effectively.
- Ability to work independently and has good initiative.
- Self-motivated and energetic.
- Builds strong rapport and coordinates approached within the departments in the hotel.
