Dispatch the mailings with appropriate contents, letters, envelopes, etc.
Compile all trace materials, sort and put them in appropriate trace date order.
Responsible for departmental roster and paid time off in HR system and Purchasing system
Send of faxes and telexes.
Coordinate with Human Resources for any people issue which includes recruitment, performance appraisal, and other manning guide update
Keep records of travel expenses and update travel schedule.
Work and coordinate with other departments to ensure that the responsible job of the department meets target and goals
Handling the incoming calls and information, obtaining all relevant information and passing on to appropriate personnel.
Set up filing system and update index of files and form regularly also label all files and folders alphabetically.
Daily trace system. Photocopy the covering correspondence with trace date clearly indicated and put the photocopy into individual jacket according to the trace date.
Take minutes, check correctness and presentation before distributing and filing according to the supervisor’s discretion.
Update information and data relevant to the department at all times
Coordinate and monitor all appointments, meetings, and trainings to ensure that schedules are logged, traced and remind all concerns.
Organize associate meeting, daily briefing, and other related meetings as assigned by direct boss according to the company LSOP.
Ensure that monthly critique and month end reports are finished on a timely basis
Ensure meeting minutes be dispatched/out within 24 hours.
Prepare appropriate files, folder, information, and relevant documents for each meeting
Update files and discard old file in the Archive store in order of topic, dates and years.
Technical Related to the Job
Keep daily tracing files and retrieve them when they’re due.
Preparing time sheets and keeping leave record for all Executive Committee.
Be a leader of the hotel’s secretaries.
Administer the Office and keeps it in working condition
Maintain the administrative organization that includes typing, filing, correspondence and distributing in- coming mails/faxes.
Make airline and travel reservations for the General Manager when needed.
Maintain computerized database of all report and systematic plan to follow up
Keep strictly all confidential matters related to the unit.
Greets and receives visitors and telephone calls furnishing advice and assistance on the basis of general knowledge. Refer technical matters to the appropriate individuals in the Unit.
Handling correspondence for all applications such as regret letter, guest complain, enquiring, confirmation, contract and any reference.
Other duties as needed or requests from Executive Committee. Assist with the organization of Manager Meetings, outing and other associate activities.
Cooperate and help the executives with they’re away from the office.
Acts as Interpreter and translator when necessary
Provide any assistance to the executives and associates as required.
Co- ordinate and order special requests for General Manager including but not limited to Room reservations, Limousine pick- up and handling of VIP’s as needed.
