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- Excellent knowledge of word processing.
- Responsible for the preparation of office correspondence using appropriate format, as set by the company, regarding fonts, logos, etc.
- Receives, opens, and sorts all incoming business mail and arranges for the mailing of outgoing office mail for the GM and HM.
- Handles all office correspondence and information with discretion and confidentiality.
- Maintaining and updating a conventional office filing system which provides for easy access to data requests.
- To maintain an electronic filing system on his/her assigned PC's hard disc.
- To keep meeting minutes when required.
- Answering, screening and transferring phone calls for the GM and HM.
- Schedules appointments for the GM and HM and keeps them informed and updated.
- Receives screens and welcomes office visitors in a courteous, professional manner at all times maintaining standards of hospitality established by their rank.
- Sees to the proper handling, use and maintenance of office equipment and supplies.
- Coordinates for cleanliness and maintenance in his/her own area, as well as in the GM's and HM's offices.
- Maintains an orderly and organised space.
- Acts as liaison and coordinator between the GM's and HM's offices and other departments and department heads.
- Maintains a professional and friendly relationship and approach with his/her counterpart in the owning company.
- Handles and arranges travelling issues for the GM and HM.
- Will be responsible for the Duty Managers log book follow-up.
- Collects necessary information for the planning and preparation of the Duty Manager's roster/schedule.
- In coordination with the GM, plans and prepares the Duty Manager's monthly roster/schedule and keeps the GM updated on changes and corrections.
- Collects necessary information in order to establish a weekly attendance forecast of the Executive Committee members and Department Heads A and B for the GM's overview and keeps the GM updated on changes.
- Receives information from the Director of Rooms in order to prepare the GM's welcome letter for Club Millesime and Suites guests.
- Ensures proper distribution of information from the GM's office to all concerned and vice versa.
- Keeps the GM informed on routine matters relevant to the operation of the hotel.
- During the GM's absence, he/she prepares a daily summary of major happenings in order to update the GM upon arrival, or upon request.
- Ensures correct flow of information by becoming familiar with the organizational chart and company hierarchy.
PA to General Manager - Ras Al-Khaimah, United Arab Emirates - SOFITEL
Description
Job Description