We are hiring an administrative person for scheduling repair and maintenance appointments with internal technicians and external vendors in ensuring the smooth operations of a hotel. Below are some of the key job scopes and responsibilities for this position:
Job Scopes and Responsibilities:
1. Scheduling and Coordination:
- Coordinate with external vendors and contractors to schedule repair and maintenance appointments for various hotel facilities and services.
- Liaise with hotel managers to understand their specific maintenance and repair needs.
- Maintain a comprehensive schedule to ensure that all maintenance tasks and regular services are completed in a timely manner.
2. Vendor Management:
- Communicate and negotiate with external vendors to secure service appointments and ensure that they meet the hotel's standards and requirements.
- Keep vendor contact information, contracts, and service agreements up-to-date.
- Monitor vendor performance and follow up on service quality and completion.
3. Procurement and Inventory Management:
- Manage the procurement of housekeeping supplies and equipment for the hotel.
- Maintain an inventory of supplies, and reorder as needed to ensure the continuous operation of the hotel.
4. Technician and Staff Scheduling:
- Plan daily schedules for in-house technicians, ensuring that they are assigned to the appropriate maintenance and repair tasks.
- Roster schedules for hotel staff, considering their availability and departmental needs.
- Handle scheduling conflicts and adjustments as they arise.
5. Documentation and Record-Keeping:
- Maintain accurate records of all maintenance and repair activities, vendor contracts, and service histories. Such as maintaining the repair and maintenance tracker to keep track of the services provided.
- Prepare reports on maintenance expenses, vendor performance, and overall repair and maintenance operations for management review.
6. Communication and Collaboration:
- Act as a point of contact between different hotel departments and external service providers, ensuring effective communication.
- Collaborate with various teams within the hotel to plan and execute maintenance and repair activities without disrupting guest services.
7. Problem Solving:
- Address and resolve scheduling conflicts, delays, and emergencies as they arise.
- Find alternative solutions when vendors are unavailable or if there are equipment or service issues.
8. Budget Management:
- Assist in managing the repair and maintenance budget by tracking expenses, negotiating cost-effective contracts, and optimizing resource allocation.
9. Compliance and Safety:
- Ensure that all maintenance and repair activities adhere to safety regulations and hotel policies.
- Stay up-to-date with relevant industry regulations and compliance standards.
10. Customer Service:
- Provide excellent customer service by ensuring that maintenance and repair activities are conducted efficiently, minimizing disruptions to guests.
11. Reporting:
- Prepare regular reports for management, detailing the status of maintenance and repair activities, vendor performance, and budget utilization.
12. General Administrative Support:
- Provide administrative assistance to various aspects of hotel operations as needed, such as handling correspondence, managing office supplies, and other administrative tasks.
Job Requirements:
- Pursuing at least a diploma in business administration or a related field
- 5 days work week.
- Ability to organise and coordinate work efficiently and to set priorities in a demanding work environment
- Strong verbal and written communication skills
- High levels of integrity
- Ability to work independently and as a productive member of a team
- Ability to work under pressure, take feedback constructively and meet deadlines
