PRIMARY FUNCTION: To provide an efficient and effective level of administrative support to the Operations and Administration Teams. Responsible for providing client facing administrative activities to facilitate the smooth running of the department.
KEY DUTIES AND ACCOUNTABILITIES
Tender Process/Operations Assistance
Coordinate a wide range of administrative functions and provide admin support to the multi-disciplinary team.
Serve as primary point of access, enquiry and response for guests, internal clients and suppliers.
Welcome guests to the Front Office and assist them as necessary;
deal with enquiries via the telephone, correspondence, e-mails, faxes, express packages etc. and refer on as appropriate.
Maintain the Operations diary and report relevant information to daily meetings, project team activities, and weekly staff meetings; and minute the same.
Provide clerical support, including the composition and preparation of routine correspondence and presentations using computer software applications.
Manage, organise, and update relevant data using database applications
Provide assistance to guests’ requiring use of Business Centre; provide word processing, photocopying services, internet service and update of information essential for the smooth running of the Business Centres.
Ensure appropriate charges are posted to either Guest Folios or Serviced Offices Clients Accounts for work performed.
Manage stationery and collateral needs for the department ensuring sufficient supply at all times
Assist in preparation of the staff rosters.
Prepare training rooms and materials during meetings.
Coordinate training programs with the department trainers in consultation with the Operations Manager.
Maintain professional business confidentiality.
Conduct yourself in a professional manner at all times and maintain high grooming standards.
Assist Receptions and perform other related duties as required and assigned by management.
Client Related Activity / Communication
Assist in organizing client related events including site inspections and special entertainment etc. when warranted.
Follow up on all requests received to ensure the client receives a response within 24 hours
Assist in responses to and/or resolving enquiries regarding complaints or special need requests.
Project Management
Assist complete and/or co-ordinate activities related to assigned special projects
Assist establish and/or communicate project timetables, action steps and status updates; follow up as appropriate to ensure timely execution to meet established deadlines.
Internal Communication
Ensure an efficient communication platform with other Frasers Suites Dubai offices and sister properties.
Attend Operations training sessions and meeting as required
Administration
Ensure that an organised environment is maintained including filing and correspondence
Provide administration support to those members of the team
Provide research support, information gathering and prepare briefs from various sources
Create reports and presentations using spreadsheet graphics, PowerPoint and/or statistical software
Manage stationery and collateral needs for the department ensuring sufficient supply at all times
GENERAL
Communicate effectively with all other departments
Attend meetings, training sessions and any other required meeting or training session.
Identify opportunities to innovate service delivery and product offering to meet and exceed client expectations.
Ensure safe work practices are adopted at all time and report any OHS concerns immediately to your direct manager or HR Manager.
Proactively display and embrace the Company’s ROCIT Values
KEY RESULT AREAS
Tender process is effectively and efficiently maintained with strong success rate
Provide high quality customer support service and office management, and also provide support for the team.
All client requests are followed up on and responded to within 24 hours
Assigned projects are completed within designated timeframes
Efficient communication platform is consistently maintained
Maintains a professional and organised work environment
Reports, presentations and other administrative duties are consistently on a high standard; and free of errors and omissions.
Technical
Competent Word, Excel, PowerPoint and software packages
Competent Oral and Written Communication Skills
Strong organisational and work co-ordinating skills to handle multiple assignments and projects
Ability to type 65 wpm
Personal Attributes
‘Can do’ attitude and a high level of energy
Professionally groomed
Able to work under pressure
Adaptable to change
Sense of humour
