Building Admin Assistant

Purpose

As the Building Admin Assistant, you will play a pivotal role alongside the Building Manager and the Building Assistant Manager collaborating to maintain the property's seamless operation. Your primary objective is to provide high level secretarial support to the General Manager and Management team. Responsible for the overall management of all administrative processes of the Property.

Primary Responsibilities

• Handles all enquires that are directed to the administration department.
• Provide passionate, knowledgeable and friendly service to external and internal guests at all times.
• Assist guests with all enquiries and complaints and provide accurate information to guests about Property facilities and features.
• Answer all telephone calls within three rings in a professional manner according to brand standard.
• Ensures the confidentiality of all information that is processed.
• Coordinates and arranges appointments, travel, conferences, meetings and accommodation.
• Is aware of the General Manager and Managements movements, in and out of the Property, for the purpose of incoming calls or inquiries.
• Prepares correspondence on behalf of the General Manager and the Property.
• Provides assistance with and preparation for Executive, Departmental or Team Member meetings (including recording Minutes of meetings)
• Obtains quotes and raises purchase orders as required.
• Liaises with contractors and suppliers as required.
• Collects and compiles information from various data as directed by the General Manager.
• Compiles reports as required by Management.
• Ensures sufficient stationary is available at all times.
• Carries out general office duties such as photocopying, opening & distributing mail and sustains a proficient filing system.
• Coordinates all material to be displayed on the Team Members notice board.
• Maintain the cleanliness and the presentation of the office at all times.
• Coordinate uniform and name badge ordering and distribution for the Property.
• Assist with the collating and distribution of Owner’s Newsletter.
• Updates and maintains all Team Member files.
• Issue Birthday Cards, Milestone and Team Member of the Month collateral
• Assist management with day to day operations.

Skills and Experience

• An ability to understand and navigate complex stakeholder environments
• Strong focus and passion for hotel operations
• Sound understanding of emerging trends in the industry
• Demonstrated ability to coach, mentor, develop and inspire teams
• Confident and articulate communication, negotiation, relationship and networking skills
• Time management skills with the ability to multitask
• Strong personal integrity
• Entrepreneurial spirit with drive, ambition and high level of energy
• Good interpersonal skills with ability to communicate with all levels of team members
• Flexible and able to embrace and respond effectively to change
• Role model in Accor values and Heartist culture.