The Administrator is responsible for providing full spectrum of professional secretarial and administrative support including managing executive calendar, agenda of meetings and events as well as preparing business reports and correspondences for Rooms Division Manager as well as supporting, maintaining and managing the Front Office Back-of-House operations. He / she performs all duties in accordance with PPHG policies and within the realm of PPHG Mission Statement.
Responsibilities:
- Performs all duties as listed in the Task list and as determined by the Rooms Division Manager and in accordance to PPHG guidelines.
- Supports company's philosophy and company culture on a daily basis to ensure guest satisfaction and the achievement of our mission statement.
- Maintains complete knowledge of all hotel features/services, hours of operations, hotel restaurant food concepts, menu price range, dress code and ambience.
- Maintains complete knowledge of hotel room types, number/names, layout appointments, amenities and locations, this includes all hotel room rates, special packages and promotions.
- Ensures complete knowledge of scheduled hotel’s activities, names and locations of functions/events.
- Co-ordinates and follows-up on any requirements /correspondences from AGC i.e. carpark rental /coupons requirements; function /rooms requests
- Be familiar with the décor, amenities and technology of guest rooms and suites.
- Accommodates all guest requests in an accurate and efficient manner.
- Demonstrates teamwork by cooperating and assisting co-workers as needed.
- Responsible for drafting letters, replying simple guests’ comments, keeping and maintaining records
- Provides full spectrum of secretarial and office administrative support to Rooms Division Manager
- Takes minutes of attended meetings and prepares daily correspondences.
- Prepares and maintains files, reports, letters, memorandums and other relevant business documentations..
- Handles travel and hotel arrangements, daily incoming calls, schedule and control meetings; organizes local and regional meetings and conference.
- Manages the housekeeping and maintenance of Back-of-House areas of the Front Office and all areas under the Rooms’ jurisdiction including Spa and Retail.
- Ensures that all Back-Of-House equipments are well maintained and in working order
- Assists the Front Office management whenever required – including handling guests’ requests; suppliers and other required co-ordination.
- Performs duties as assigned, always presenting oneself as an asset to the hotel and encourages others to do the same.
- Perform other job-related duties or as designated by the Rooms Division Manager
- Manages and handles all areas of administration including procurement (SAP) work for the Rooms Division including Front Office and Security.
- Assists Rooms Division Manager in administering claims, expenses
- Ensures timely approvals of work schedules ie OT timesheets, payroll, spa commissions payable.
- Prepares welcome cards for guests
- Ensures attendance of all training activities as scheduled and assigned and that training records are up to date
- Takes on the role as a buddy for new associates and assists them in learning the tasks required for their position i.e. doing hotel site inspection
Requirements:
- Minimum 1 year experience as co-ordinator/administrator role in a hotel or travel industry
- Minimum diploma holder in hotel accommodation
- Good command of written and spoken English and Chinese as the role may requires communication with chinese speaking associates and/or guest.
- Fully conversant with PC software and Microsoft applications.
- Good telephone manner, interpersonal skill, independent and flexible.
- Able to work under pressure and ambiguity.
- Highly systematic, detail-minded, able to prioritize and handle multiple tasks.
