Job Description

- Ensure that the day-to-day administrative needs of the department are fulfilled.

- Perform the duties within the framework defined by the norms of the Company and within the Hotels internal regulations.

- Keep confidential information CONFIDENTIAL.

- Responsible for rendering secretarial and clerical services for the General Manager as required.

- To prepare respective schedules and reports that will be internally distributed or submitted to Accor Head Office laid down by the General Manager.

- To take down and transcribe the minutes of meetings such as Executive Morning Briefing and dictation from General Manager, etc.

- To prepare correspondence such as fax, letter, memo, etc as assigned with a coding system for tracking.

- Manage the General Manager Diary, ensuring it allows for an effective day (not to many diary appoints in one day, not to put larger Dept Head meetings or Rooms Division meetings in one day back to back etc.). This is to allow the General Manager time to clear work without interruption.

- To open and dispatch mail that relates to the department.

- To maintain office supplies stock.

- To keep herself acquainted with the General Managers activities in order to assist in discerning priorities.

- Input data into computer system as required.

- To arrange appointments for the General Manager, reminds him of appointments and meetings.

- To handle incoming/outgoing telephone calls and faxes.

- To handle all contact listings such as Owner contacts, Accor contacts, Hotel contacts and other supplier companies, etc.

- To handle the leave application records of all executive and management such as annual, sick, public holiday and Manager.

- To control and monitor the in-house transportation records, reports, maintenance record as well as to follow up the attendance and request for overtime of the drivers.

- To perform special duties as required by the General Manager.

- To have a complete understanding of the Hotels policy relating to fire, safety and health.

- Strive to implement the Accor Vision and demonstrate active use of the Accor Values.

- Follow up with Dept Heads and other Managers on tasks they have been assigned by the General Manager and ensure they are submitted in a timely fashion. This may include though not be limited to calling the Manager, visiting their office or sending reminder e-mails without the General Manger prompting her/him to do so.

- Support the General Managers on projects by contacting suppliers, contractors or other parties to facilitate a quote or projects smooth progression.

Accor