Job Description

Description:Main DutiesAdministrationxc2xb7 Provides administrative support to Division Head and ensures the implementation of hotel policies, standards, and procedures as they apply to the administrative functions.xc2xb7 Locates and attaches appropriate file correspondence to be answered by Division Head.xc2xb7 Types, files, and upkeeps all private and confidential matters related to the department.xc2xb7 Sets up a systematic and efficient filing system, both for hardcopies as well as all electronic data, that enables quick retrieval.xc2xb7 Ensures all files are kept up-to-date at all times.xc2xb7 Prepares the relevant materials for all meetings attended by the Division Head: Daily Operations Meeting, Executive Committee Meetings, Departmental Meetings and ad hoc meetings.xc2xb7 Answers telephone and gives information to callers or routes call to appropriate official and places outgoing calls.xc2xb7 Makes copies of correspondence or other printed matters.xc2xb7 Types, takes dictation and minutes, draft letters, files and traces and composes correspondence.xc2xb7 Monitors and maintains the proper appearance of the Divisionxe2x80x99s office area.xc2xb7 Maintains organised files.xc2xb7 Reads and routes incoming mail and outgoing correspondences.xc2xb7 Handles outgoing mails by courier.xc2xb7 Ensures travel authorisation forms are fully completed and signed by the respective executive before handing over to the Director of Finance for signature.xc2xb7 Takes note of the dates of travel and records all details in the Travel Insurance Book and 3 days prior to departure of employee, requests employee to collect insurance card except EXCOS and expatriates.xc2xb7 Prepares submission of medical claims to insurance company once a month.xc2xb7 Submits Director of Human Resourcesxe2x80x99 expense claim to General Manager for approval.xc2xb7 Handles monthly requisition of stationeries/general and dry goods stores.Customer Servicexc2xb7 Greets visitors, ascertains nature of business, and directs visitors to employer or appropriate person.xc2xb7 Handles all guest and internal customer complaints and inquiries in a courteous and efficient manner, following through to ensure problems are resolved satisfactorily.xc2xb7 Maintains positive guest and colleague interactions with good working relationships.Financialxc2xb7 Focuses attention in improving productivity levels and the need to prudently manage utility/payroll costs within acceptable guidelines ensuring optimum deployment and energy efficiency of all equipment.xc2xb7 Ensures new technology and equipment are embraced, improving productivity whilst taking work out of the system.Personnelxc2xb7 Supports the implementation of The People Philosophy, demonstrating and reinforcing Hyattxe2x80x99s Values and Culture Characteristics.Other Dutiesxc2xb7 Understands and strictly adheres to Rules and Regulations established in the Employee Handbook and the hotel's policies concerning fire, hygiene, health and safety.xc2xb7 Exercises responsible behaviour at all times and positively representing the hotel and Hyatt Internationalxc2xb7 Ensures high standards of personal presentation and grooming.xc2xb7 Responds to changes in the Human Resources function as dictated by the industry, company and hotel.xc2xb7 Attends training sessions and meetings as and when required.xc2xb7 Carries out any other reasonable duties and responsibilities as assigned.Qualifications:University Degree/Diploma xe2x80x93 preference given to Human Resources or business-related degrees /xc2xb7Experience of working in hotel-related operational positions would be a useful benefit.

Hyatt