secretary / personal assistant / administrator

SECRETARY TO DIRECTOR OF ROOMS – SHANGRILA RASA RIA RESORT

JULY 2012 – PRESENT

Provides assistance to the DOR/FOM/SM-FO in the administration of the department and

facilitates the smooth flow of information within the department and to other departments.

Performs all secretarial and administrative duties to the standards required by the Division Head/

Department Head, to ensure efficient operations of the department.

Types, takes minutes and dictation, drafts, letters handles telephone calls, files and traces

correspondence in accordance with established standards and instructions from the Division

Head/Department Head.

Ensures the security and update of all the Department’s files.

Handles and directs inquiries to the appropriate person.

Coordinates with colleagues and representatives of other departments to ensure an efficient flow

of communication, to and from the department.

Regularly checks available stock of office supplies to ensure availability at all times.

Raises supplies requisitions for the department; coordinates with colleagues in other areas in

carrying out this function, as the need may arise.

Reviews literature and communication materials on Resort facilities, services and activities to be

able to respond to queries and/or promote such facilities, services and activities with accuracy

and sufficient detail.

Schedules all appointments for the Division Head, and assists the in keeping track of daily

schedules and engagements.

Ensures that the office is manned at all times during office hours.

Checks and ensures the general cleanliness of the office and is responsible for maintaining an

orderly and generally professional atmosphere in the office.

Assists the Division Head by facilitating the frequent flyer program.

Relieves the Business Center staff, when and if needed.

Assists the Division Head in facilitating / monitoring other marketing-related programs to

enhance room revenue by taking care of the documentation and reportorial requirements.

Keeps track of attendance in all FO sections and immediately gives feedback to the Division

Head on issues raised by the respective service leaders in terms of manning requirements for

the day.

Possesses full knowledge of emergency procedures

Keeps track of the attendance of the department’s staff in scheduled emergency drills and

training sessions for and on behalf of the department head/assistant department head.

Attends scheduled employee training and periodic reviews on departmental responsibilities in

case of emergencies.

Responds to Emergency Calls, as may be required.

Performs other duties as may be required by management from time to time.

Ensures proper maintenance of equipment in the area of assignment.

Ensures timely reporting of malfunction or maintenance deficiencies to appropriate area.

Attends briefings, as required.

Maintains good relationships with colleagues and contributes to team spirit.Cooperates and coordinates with colleagues whenever necessary.

Interacts with other departments to provide additional or specialized guest services.

Attends scheduled training activities.

Participates actively in company-initiated employee activities.

Adheres to specified hygiene and personal appearance standards of the Resort.

Adheres to set procedures for attendance and timekeeping

Adheres to the provisions outlined in the Employee Handbook, Disciplinary Code and Rules &

Regulations.

Reduces waste materials and supplies by adhering to the Company’s guidelines on re-using and

re-cycling.

Maintains clean and orderly work surroundings.

Conserves water & energy by adhering to the environmental / energy conservation checklist for

area.

Participates in activities concerning the protection of the environment. Implements the identified

Best Practices in your work area.

Practices the guiding principles in day to day interaction and actively encourages staff to do the

same.

Maintains the highest standard of professionalism, ethics and attitude towards clients and

colleague

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