Administration
·To courteously handle all in-coming telephone calls or inquiries.
·To ensure that the place of work is kept clean and organized at all times.
·To set up an efficient network of communication within the department and with other departments.
·To ensure that an efficient and accurate filing system, both manually as well as electronically is maintained at all times.
·To do a 6 monthly clean-up of filing-to discard old files if necessary.
·To maintain complete and supported records of all Sales Agreements, Contracts and Quotations for the hotel.
·To establish an efficient trace File to ensure that all business booked is properly tracked.
·To assist in consolidating and preparing Sales report.
·To ensure that Net Delphi Enterprise is used according to the standards set by New Market Software.
·To be proficient in RESERVE and OPERA and all computer software used in the Executive Office.
·To ensure that all outgoing correspondences are typed on hotel stationery with copy to relevant files.
·To organize and prioritize all incoming and outgoing mail, prioritized by urgency, following the Hotel’s Policies & Procedures.Manage standard correspondence as assigned by the General Manager.
·To coordinate appointments and interviews.
·To co-ordinate the input of all standard letters into the computer and the maintenance of the computerized file.
·To type and co-ordinate the printing of all printed materials used for guest room.
·To prepare the relevant materials for all meetings attended by the Hotel Manager
·To assist the General Manager with the preparation and submission of all Reports as required.
·To handle all business Travel Arrangements, airline tickets, visas, and hotel reservations as required for approved Travel by employees of the Executive Office and Hotel, following the established Policies & Procedures.
·To submit Purchase Requests through Scala for the Executive Office for execution.
·To fully understand and adhere to the Confidentiality Requirement for the position.
·To attend and minute the monthly Financial Review and other meetings as required.
·To handle guest and employee enquiries in a courteous and efficient manner and report guest complaints or problems to supervisors if no immediate solution can be found and assure follow up with guests.
·To ensure HAC audit compliance as relates to Executive Office.
·To be responsible for guest board rooms (ensure set up standards are met at all times, coordinate board room booking system, organize meeting itineraries for guests and coordinate with Food & Beverage for arrangements.)
Customer Service
·To entertain and conduct hotel inspections to clients whenever required.
·To establish and maintain strong relationship with the established clientele.
·To liaise and work closely with the related operation departments ensuring guest's requests and expectations are being met.
·To handle guest and employee enquiries in a courteous and efficient manner, reporting complaints or problems. If no immediate solution can be found, to ensure that the necessary follow-up is conducted in a timely manner.
·To maintain positive guest and colleague interactions with good working relationships.
Operational
·To assist to conduct extensive competitor research and maintain excellent Product Knowledge of the Hotel.
·To be aware of community, business, political and social factors that may affect the hotel’s financial performance.
·To ensure that the relevant information of all allocated Accoun