Job Description Office and Administration Manager As a sales coordinator, you will perform general office duties and support the sales team achieve their set objectives. What is in it for you: Employee benefit card offering discounted rates in Accor worldwide Learning programs through our Academies and the opportunity to earn qualifications while you work Opportunity to develop your talent and grow within your property and across the world! Ability to make a difference in the local community through our Corporate Social Responsibility activities, like Planet 21 What you will be doing: Reporting to the Cluster General Manager or his designate, responsibilities and essential job functions include but are not limited to the following: Administrative and Secretarial Support Support the EXCOM by managing their schedules and deadlines while accommoding requests in a timely manner Personally greeting all internal/external guests, offering support and directing enquiries Consistently offer professional, friendly and engaging service Administer the day-to-day operation of the Executive office Prioritize all telephone calls, in-person visitors and schedule appointments Provide all office administration duties such as written correspondence, email, photocopying and ordering office supplies Maintain confidential filling system for correspondence, policies, standards, regulations and various matters related to the Executive office Take minutes of meetings, compiles and distributes them Types confidential reports and letters Orders and coordinate travel for hotel staff and ensure that all flights have been authorized. Arranges venue, equipment and refreshments for meetings as required by the Cluster General Manager Answers telephones, screen calls and makes calls on behalf of the Cluster General Manager Reads arrival list and VIP list to make Cluster General Manager aware of returning guests and VIP guests Communicates with Front Office to organize appropriate gifts for VIP Guests Maintains the highest level of confidentiality regarding staff, business and guest information Assists EXCOM in preparation and compiling of draft contracts, presentation and reports. Assists with project proposals and special events Collect organizers and provide appropriate research data by utilizing all available resources, analysis and resource administrative needs in innovative ways Organize and supervise other office activities (recycling, renovations, event planning) Enforcing systems, policies and procedures when and where required Dealing with petty cash and its monthly reconciliation Health and Safety Ensures that all potential real hazards are reported and reduced immediately. Fully understands the hotels fire, emergency and bomb procedures Applies hotel regulations appearing to existing laws and regulations for safety. Anticipate possible and probable hazards and conditions and either correcting them or take action to prevent them from happening Maintains the highest standards of personal hygiene, dress, uniform, appearance, body language and conduct Responsible business: show involvement and be interested in environmental and or social issues by participating in ESG and departmental activities. Online Reputation Management In charge of monitoring and improving how the business is viewed online. Controlling correspondence Trust You request tracking, monitoring and weekly reporting. Respond to guest views via OTA's Google and TripAdvisor and communicate to team members in a timely manner. Reporting of Quality Assurance findings and recommendations to the team. Miscellaneous Attend meetings and trainings required by the Cluster General Manager. Assist Heartists to perform similar or related jobs when necessary. Ensures guest satisfaction by attending to their request and inquires courteously and efficiently. Accepts flexible work schedules necessary for uninterrupted service to hotel guests. Maintains own working area, materials and company property clean, tidy and in good shape; reports defective materials and equipment to the Cluster General Manager. Continuously seeks to endeavor and improve own knowledge of the job function. Is well updated and possesses solid knowledge of the following; Hotel fire. And emergency procedures Hotel health and safety policies and procedures Hotel, facility and nearby sites of interest and importance i.e. (hospitals, stations, tourist sites) Hotel standards of operation and departmental procedures. Current licensing relating to the hotel Accepted methods of payment by the hotel Short and long term hotel goals, as well as corporate and marketing promotional programs. Corporate clients and clients generating high business volume Union agreements. Qualifications Your experience and skills include: Proficient in Microsoft Office applications including PowerPoint, Excel and Microsoft Word Able to work creatively with Canva Previous experience in an administrative role required University/College degree in a related discipline is an asset A background or knowledge in PR, Legal and Marketing is preferred Previous hotel experience preferred Excellent communication and organizational skills Strong interpersonal and problem solving abilities Highly responsible & reliable Ability to work cohesively as part of a team Opera knowledge is an advantage Additional Information Our commitment to Diversity & Inclusion: We are an inclusive company and our ambition is to attract, recruit and promote diverse talent.
