• Responsible for maintaining an updated filing system in the Project and Engineering Department.
• Prepares stationery requirements / requisitions and keeps control of all stationery.
• To complete Purchase Requests and keep a trace file for delivery.
• Transmit information or documents using computer.
• Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.
• Responsible for taking minutes of meetings, typing and distribution of same.
• Assist in the day- to- day record keeping of the department activities. To safeguard the Project team leaders’ confidential files from access by others.
• To be responsible for the safe evacuation of important documentation /diskettes in the event of an emergency.
• Address guests&039; service needs in a professional, positive, and timely manner.
• Responsible for compliance with the Hotels Health and Safety Policy.
• Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality.
• Responsible for the office space being clean and tidy at all times.
• Handle incoming and outgoing mail and distributing incoming mail.
• Undertake additional duties as requested by the Hotel Management and Project team leaders.
• Interacts and cooperates with others in the Project team and Engineering Department.
• Ensure uniform, nametags, and personal appearance are clean, hygienic, professional and in compliance with company policies and procedures.
• Take and distribute meeting minutes to appropriate individuals.
• Actively listen and respond positively to guest questions, concerns, and requests using brand or property specific process to resolve issues, delight, and build trust.
• Performs related duties and special projects as assigned.
• Partner with and assist others to promote an environment of teamwork and achieve common goals.
• Interacts and cooperates with other departments as appropriate.
• Anticipate guests&039; service needs, including asking questions of guests to better understand their needs and watching/listening to guest preferences and acting on them whenever possible.
• Speak to guests and co- workers using clear, appropriate and professional language.
• Maintain confidentiality of proprietary materials and information.
• Perform other reasonable job duties as requested by Lead Senior Project Manager.
• Receive persons entering the office by greeting them, determining nature and purpose of their visit, and directing or escorting them to specific destinations.
• Responsible for typing/copying reports, memos, facsimiles and routine correspondence as directed by the Project team leaders or their delegate.
• Maintains all equipment record files.
• Create and maintain computer- and paper- based filing and organization systems for records, reports, documents, etc.
• Reports to the Lead Senior Project Manager.
• Coordinate with Human Resources department to prepare all required documents for Visa, Work Permit, Temporary Residence Card submission and working with other departments to submit required documents for expat Project team members when needed.
• Document all guest requests/complaints and communicate such to appropriate personnel for proper handling.
• Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.
• Interacts and cooperates with outside contractors/consultants, suppliers as appropriate.
• To organize the administrative facilities of the Project team and assist Engineering Department.
• Responsible for maintaining trace file, follow up file and arranging appointments for the Project team leaders.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Follow company and department policies and procedures.
• Develop and maintain positive and productive working relationships with other employees and departments.
• Support all co- workers and treat them with dignity and respect.
