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l Ensure that the day-to-day administrative needs of the department are fulfilled.
l To ensure the efficient administration of the Executive Office.
l Perform the duties within the framework defined by the norms of the Company and within the Hotel’s internal regulations.
l To assist directly the General Manager and Resident Manager in his responsibilities.
l Keep confidential information CONFIDENTIAL.
l Responsible for rendering secretarial and clerical services for the General Manager and Resident Manager as required.
l To record and transcribe minutes of meetings.
l To prepare respective schedules and reports that will be internally distributed or submitted to Accor Head Office laid down by the General Manager.
l To draft routine or simple correspondence as assigned.
l To take down and transcribe the minutes of meetings such as Executive Morning Briefing and dictation from General Manager and Resident Manager, etc.
l To type correspondence, memorandums, circulars, report etc.
l To prepare correspondence such as fax, letter, memo, complimentary voucher, etc as assigned with a coding system for tracking.
l To open/dispatches mail relative to the division.
l To open and dispatch mail that relates to the department.
l To maintain office supplies stock.
l To perform special duties in relation with the division when requested.
l To keep herself acquainted with the General Manager’s and Resident Manager’s activities in order to assist in discerning priorities.
l Input data into computer system as required.
l To arrange appointments for the General Manager and Resident Manager, reminds him of appointments and meetings.
l To handle incoming/ outgoing telephone calls and faxes.
l To handle all contact listings such as Owner contacts, Accor contacts, Hotel contacts and other supplier companies, etc.
l To handle the leave application records of all executive and management such as annual, sick, public holiday and Manager and Executive on Duty compensations.
l 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.
l To file and maintain the personal files of executives kept in the Executive Office as well as to file respective documents based on the coding system.
l To perform special duties as required by the General Manager and Resident Manager.