Description:Administration· To courteously handle all in-coming telephone calls or inquiries.· To ensure that the place of work is kept clean and organized at all times.· To set up an efficient network of communication within the department and with other departments.· To ensure that an efficient and accurate filing system, both manually as well as electronically is maintained at all times.· To do a 6 monthly clean-up of filing-to discard old files if necessary.· To maintain complete and supported records of all Sales Agreements, Contracts and Quotations for the hotel.· To establish an efficient trace File to ensure that all business booked is properly tracked.· To assist in consolidating and preparing Sales report.· To ensure that Net Delphi Enterprise is used according to the standards set by New Market Software.· To be proficient in RESERVE and OPERA and all computer software used in the Executive Office.· To ensure that all outgoing correspondences are typed on hotel stationery with copy to relevant files.· To organize and prioritize all incoming and outgoing mail, prioritized by urgency, following the Hotel’s Policies & Procedures. Manage standard correspondence as assigned by the General Manager.· To coordinate appointments and interviews.· To co-ordinate the input of all standard letters into the computer and the maintenance of the computerized file.· To type and co-ordinate the printing of all printed materials used for guest room.· To prepare the relevant materials for all meetings attended by the Hotel Manager· To assist the General Manager with the preparation and submission of all Reports as required.· To handle all business Travel Arrangements, airline tickets, visas, and hotel reservations as required for approved Travel by employees of the Executive Office and Hotel, following the established Policies & Procedures.· To submit Purchase Requests through Scala for the Executive Office for execution.· To fully understand and adhere to the Confidentiality Requirement for the position.· To attend and minute the monthly Financial Review and other meetings as required.· To handle guest and employee enquiries in a courteous and efficient manner and report guest complaints or problems to supervisors if no immediate solution can be found and assure follow up with guests.· To ensure HAC audit compliance as relates to Executive Office.· To be responsible for guest board rooms (ensure set up standards are met at all times, coordinate board room booking system, organize meeting itineraries for guests and coordinate with Food & Beverage for arrangements.)Customer Service· To entertain and conduct hotel inspections to clients whenever required.· To establish and maintain strong relationship with the established clientele.· To liaise and work closely with the related operation departments ensuring guest's requests and expectations are being met.· To handle guest and employee enquiries in a courteous and efficient manner, reporting complaints or problems. If no immediate solution can be found, to ensure that the necessary follow-up is conducted in a timely manner.· To maintain positive guest and colleague interactions with good working relationships.Operational· To assist to conduct extensive competitor research and maintain excellent Product Knowledge of the Hotel.· To be aware of community, business, political and social factors that may affect the hotel’s financial performance.· To ensure that the relevant information of all allocated Accounts is being updated regularly in the record or electronic database system.· In the absence of the Director of Sales & Marketing/ Sales Manager/ Sales Executive, to respond to all telephone calls or inquiries, to ensure information/ messages are accurately received and relayed to the managers concern in a timely manner.· To follow up sales leads whenever required or assigned by the Sales Managers/ Executives.· To prepare, compile and distribute the weekly/ monthly reports in a timely manner.· To ensure the activities/events log book is being accurately maintained.· To assist in the compilation of Market Surveys and Competitor Researches report.· To assist in the distributions of relevant hotel information to clients when required.· To assist/participate in Sales Blitz whenever is required.· To maintain good relationship with the established clientele and provide all necessary assistance when required.· To liaise and work closely with the related operation departments ensuring guests needs and expectation are being met.· To prepare and ensure all Events Orders are distributed to concerned department on a timely manner.· To assist the Sales Manager/ Executives to follow up on all matters in the absence of the Sales Manager/ Executives.· To ensure services provided are always carried out according to defined standards with the utmost efficiency, consistency and courtesy as detailed in the Department Operation Manual.· To maintain a detailed knowledge of hotel facilities, features and services.Operational· To support the implementation of The People Brand, demonstrating and reinforcing Hyatt’s Values and Culture Characteristics.· To support the action plans as a result of the Employee Engage Survey.Primary Location: AE-DU-DubaiOrganization: Hyatt Centric Jumeirah DubaiJob Level: Full-timeJob: AdministrativeReq ID: DUB005847Hyatt is an equal employment opportunity and affirmative action employer. We do not discriminate on the basis of race, color, gender, gender identity, sexual orientation, marital status, pregnancy, national origin, ancestry, age, religion, disability, veteran status, genetic information, citizenship status or any other group protected by law.
