Administrative and coordination
· Manage the General Manager’s diary to co-ordinate meetings/appointments, and to ensure smooth running of such meetings
· Screen/handle telephone calls, appointments, mails and emails and take action accordingly
· Take minutes at the Executive Committee Meeting
· Coordinate and communicate with various departments and all levels of staff on matters directed by the General Manager
· Prepare and manage correspondences with internal and external parties for General Manager’s signature
· Attend to requests from divisional, corporate or owners offices and facilitate it accordingly
· Attend to residents/patrons’ special requests or complaints that are directed to the General Manager
· Co-ordinate travel arrangements in a highly efficient manner and prepare detailed travel file accordingly
· Ensure approval forms are prepared for the General Manager for signature and approval of the Vice President, Operations, e.g. leave application forms, travel approval forms, expense claims reports, etc.
· Maintain systematic up-to-date filing and tracing systems
· Maintain and update Executive Committee and Department Heads’ personal files kept in the General Manager’s office
· Maintain and update Executive Committee and Department Heads’ leave record
· Maintain and update ‘Manager-On-Duty’ schedule
· Prepare monthly financial data reports
· Maintain confidentiality of sensitive matters/issues
· Manage and upkeep the functionality and cleanliness of the office
· Ensure adequate stock of office stationery
· Maintain a high level of professionalism and project a positive image of the organization.
Other Responsibilities
· Maintain complete knowledge of all F&B services, contents & preparation methods, outlets and hotel services/features
· Be fully conversant with hotel fire & life safety/emergency procedures
· Attend all briefings, meetings and trainings as assigned by management
· Maintain a high standard of personal appearance and hygiene at all times
· Perform other reasonable duties assigned by the assigned by the Management
· Ensure security and upkeep of all departmental confidential information and files