Secretary

职务概述

To provide efficient administrative support to the AVP - Hotel Operations, Raffles at Galaxy Macau.

岗位职责

Administration
- Routes all incoming and outgoing mail as well as correspondences related to the general administration
- Answers and routes incoming telephone calls
- Schedules appointments for AVP - Hotel Operations
- Ensures that administrative inventory items i.e. office supplies, are stored properly and utilised accordingly to minimise wastage and spoilage
- Maintains stationary items, par stock items, to be included as inventory items, re-order points, item listing, unit of measure 
- Ensures that the strictest confidentiality is maintained in dealings with all work related matters
- Attends and prepares meeting minutes as and when required
- Ensures that an efficient and accurate filing system, both manually as well as electronically is maintained at all times
- Handles day-to-day correspondences on behalf of AVP - Hotel Operations where applicable
- Prepares reports, letters, memorandums, fax etc as assigned by the AVP - Hotel Operations whilst ensuring the strictest levels of confidentiality at all times
- Mails, scans, faxes, couriers and forwards documents as required by the AVP - Hotel Operations
- Maintains item records and forms as required by the corporate management and policies
- Maintains office organisation and maintenance whilst ensuring that all contracts and financial documents are safeguarded
- Compiles and types statistical reports
- Handles requests for reservations on behalf of the AVP - Hotel Operations
- Traces in calendar for all guests of AVP - Hotel Operations and VIPs of the hotel with arrival/departure flights details as well as prepares welcome cards with amenities 
- Prepares submission of detailed claims to insurance company and medical claims as an expense claim to Finance Department when the need arises
- Makes booking of Meeting Room, prepare Event Order and Send Meeting Invitation for Monthly Meetings
- Prepares relevant materials for all meetings attended by AVP - Hotel Operations
- To familiarise and be competent in applicable systems that will be used in the course of work
- Types, takes dictation and minutes, draft letters/emails, files and traces correspondences
Customer Service
- Greets visitors, ascertains nature of business, and directs visitors to associate or appropriate person
- Handles all guest and internal customer complaints and inquiries in a courteous and efficient manner, following through to ensure problems are resolved satisfactorily
 

Other Duties
- Works closely with other associates in a supportive and flexible manner, focusing on the overall success of the hotel and the satisfaction of hotel guests
- Ensures that place of work and surrounding area is kept clean and organised at all times
- Be entirely flexible and adaptable to rotate within the different departments so as to render assistance where required
- Be fully conversant with all services and facilities offered by the hotel 
- Understands and strictly adheres to Rules and Regulations established in the Associate Guide and the Hotel’s policies concerning fire, hygiene, health and safety
- Ensures high standards of personal presentation and grooming
- Responds to changes in the Administration function as dictated by the industry, company and hotel
- Attends training sessions and meetings as and when required
- Carries out any other reasonable duties and responsibilities as assigned

任职要求

- Diploma or University graduate, preferable in Business Administration or equivalent
-  Strong written and verbal communication skills in English and Cantonese
- Proficiency in MS Office, Excel, PowerPoint, Word and Chinese word processing
- Multi-tasking person who is able to work under pressure and overtime
- Good time management skill for job prioritization, planning and organization
- Mature, self-motivated, committed, persistent, detail-oriented and well-organized
- Excellent analytical and numerical skills, ability to adapt and problem solve day-to-day issues
- Strong sense of integrity, urgency, confidentiality, and the ability to multi-task and meet deadlines
- Natural ability to network, build connections/relationships and peer influence internally and externally