Administrative Assistant, Front Office

POSITION SUMMARY:

The Administrative Assistant, Hotel and F&B is primarily responsible to provide smooth and efficient administrative support to the Front Office. This position requires strong communication skills, multi-tasking abilities and a commitment to delivering outstanding service to both guests and staff.

PRIMARY RESPONSIBILITIES:

• Answer and direct phone calls at the front office, managing incoming inquiries in a timely manner.
• Responding to guest comments on ReviewPro or delegating to the respective department for handling and responding.
• Update the guest Itraks onto the guest profiles.
• Preparing the amenities for the following day and sending to the respective departments
• Monitoring the queue rooms and checking in the rooms when they become available and follow up by calling/emailing/ or sending a WhatsApp message to the guest.
• Assist with inputting Birchstreet requests.
• Assist with creating HBF or any documents which requires to be Docusigned
• Assists in handling requests for general information and allowable data but maintaining the needed confidentiality.
• Assist in walking the departures to assist Front Office as well as Housekeeping,
• Assists in the preparation of assigned correspondence, reports, drafts, memos and emails.
• Attends and prepares meeting minutes as and when required.
• Prepares reports, letters, memorandums, fax etc as assigned by the VP of Hotel and F&B whilst always ensuring the strictest levels of confidentiality.
• Ensures professional and timely handling of guests' concerns.
• Maintains positive guest and colleague interactions with good working relationships.
• Works closely with other Business Units in a supportive and flexible manner, focusing on the overall success of the hotel and the satisfaction of hotel guests.
• Be fully conversant with all duties of the secretary and to ensure that in the absence of the other Secretaries, provide coverage of duties as required.
• Exercises responsible behaviour at all times and positively representing the hotel team.
• To have a thorough understanding and knowledge of all departments within the division.
• Maintains high standards of personal appearance including uniform, always grooming and hygiene.
• Carries out any other reasonable duties and responsibilities as assigned

QUALIFICATIONS:

Experience

• Previous experience in Hotel Front Office operations or a similar administrative role is highly

Education

• Bachelor’s degree or equivalent work experience

Skills / Competencies

• Fluent in English; excellent verbal and written skills
• High level of computer skills (Outlook, Excel, Power Point, Word)
• Opera (PMS) exposure and/or experience, preferred.
• Knowledge in office and calendar management, confident in dealing with guests and taking phone calls, maintains a good filing system
• Ability to multitask effectively in a fast paced-environment while maintaining attention to detail.

PERPERSONAL COMPETENCIES:

• Achieves agreed objectives and accepts accountability for results
• Displays a high commitment to delivering results
• Leads others to achieve business objectives
• Communicates effectively
• Displays the highest level of integrity
• Ability to maintain discretion
• Self-motivated
• Approachable