Company DescriptionJob DescriptionOffice and Administration ManagerAs 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 worldwideLearning programs through our Academies and the opportunity to earn qualifications while you workOpportunity 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 21What 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 SupportSupport the EXCOM by managing their schedules and deadlines while accommoding requests in a timely mannerPersonally greeting all internal/external guests, offering support and directing enquiriesConsistently offer professional, friendly and engaging serviceAdminister the day-to-day operation of the Executive office Prioritize all telephone calls, in-person visitors and schedule appointmentsProvide all office administration duties such as written correspondence, email, photocopying and ordering office suppliesMaintain confidential filling system for correspondence, policies, standards, regulations and various matters related to the Executive officeTake minutes of meetings, compiles and distributes themTypes confidential reports and lettersOrders 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 ManagerAnswers telephones, screen calls and makes calls on behalf of the Cluster General ManagerReads arrival list and VIP list to make Cluster General Manager aware of returning guests and VIP guestsCommunicates with Front Office to organize appropriate gifts for VIP GuestsMaintains the highest level of confidentiality regarding staff, business and guest informationAssists EXCOM in preparation and compiling of draft contracts, presentation and reports.Assists with project proposals and special eventsCollect organizers and provide appropriate research data by utilizing all available resources, analysis and resource administrative needs in innovative waysOrganize and supervise other office activities (recycling, renovations, event planning)Enforcing systems, policies and procedures when and where requiredDealing with petty cash and its monthly reconciliationHealth and SafetyEnsures that all potential real hazards are reported and reduced immediately.Fully understands the hotels fire, emergency and bomb proceduresApplies 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 happeningMaintains the highest standards of personal hygiene, dress, uniform, appearance, body language and conductResponsible business: show involvement and be interested in environmental and or social issues by participating in ESG and departmental activities.Online Reputation ManagementIn charge of monitoring and improving how the business is viewed online.Controlling correspondenceTrust 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.MiscellaneousAttend 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 proceduresHotel health and safety policies and proceduresHotel, 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 hotelAccepted methods of payment by the hotelShort and long term hotel goals, as well as corporate and marketing promotional programs.Corporate clients and clients generating high business volumeUnion agreements.QualificationsYour experience and skills include:Proficient in Microsoft Office applications including PowerPoint, Excel and Microsoft WordAble to work creatively with CanvaPrevious experience in an administrative role requiredUniversity/College degree in a related discipline is an assetA background or knowledge in PR, Legal and Marketing is preferredPrevious hotel experience preferredExcellent communication and organizational skillsStrong interpersonal and problem solving abilitiesHighly responsible & reliableAbility to work cohesively as part of a teamOpera knowledge is an advantageAdditional InformationOur commitment to Diversity & Inclusion:We are an inclusive company and our ambition is to attract, recruit and promote diverse talent.
