Admin Executive

at  Raffles Hotel Singapore

Primary Responsibilities

Administrative And General

• Reflects Raffles Hotel Singapores philosophy by providing high quality of service to our guests by adopting a positive attitude and keeping the team spirit at the highest level.
• Greets with smile at all times to colleagues and guests anywhere in the hotel.
• Has a pride of self-personal appearance and grooming.
• Remains confidential about all matters of such nature.
• Maintains and updates all Culinary files.
• Types correspondence and ensures accuracy of grammar, composition and format.
• Handles incoming and outgoing calls according to hotel standards.
• Clears IN/OUT trays and mailbox for Culinary division and distributes to address concern.
• Ensures proper requisitioning and controls office supplies; follows up on delivery of materials and documents.
• Ensures all correspondences, faxes, messages, e-mails are responded in timely manner/ disseminated accordingly.
• Handles and follows up on assignments as assigned by superior.
• Ensures security and upkeeps of all department confidential files.
• Handles all appointment concerning the superiors and keeps track their schedule and engagements.
• Ensures all arrangements are made prior to meetings (booking of meeting rooms, set ups, meeting materials).
• Co-ordinates with colleagues and representatives of other departments to ensure an efficient flow of communication.
• Informs concerned personnel of details of meeting.
• Takes minutes for the meeting as required; ensures to disseminate minutes to all concerned.
• Prepares necessary contracts as instructed by superiors.
• Maintains updated files of contracts and all matters pertaining to entertainers.
• Ensures personal awareness of the activities and services within the hotel in order to promote the property and be responsive to guest inquiries.
• Handles all appointment requests for superiors and schedule accordingly.
• Adheres to the set procedures for attendance and timekeeping.
• Ensures timely reporting of malfunction, followed up with maintenance of appropriate office equipment when required.
• Assists outlet managers with administrative duties whenever required/appropriate.
• Maintains general cleanliness of the Culinary office.
• Performs any other duties and responsibilities that may be assigned.

Learning And Development

• Participates in learning and development activities to improve knowledge and skills.

Involvement In Wider Job Function Relationships

• Maintains collaborative working relationships with colleagues, supervisors and managers.
• Upholds Accor values of Guest Passion, Trust, Sustainable Performance, Spirit of Conquest, Innovation and Respect, when undertaking any tasks and in any internal and external interactions.
• Follows sustainable procedures and practices that supports Accors Corporate Social Responsibility program.
• Builds guest loyalty and to develop to a professional relationship with local guests and regular patrons.
• Continually improves product through obtaining feedback from guests and patrons.

Candidate Profile

Knowledge and Experience

• Minimum Secondary education.
• Additional improvement programs in Food & Beverage an advantage.
• Minimum 1 year relevant experience in a similar capacity an advantage.
• Oral and written fluency in English.
• Strong working knowledge of Microsoft Office.
• Strong knowledge of HACCP and has to work closely with Hygiene Director.
• Minimum 1 year secretarial/coordinator experience.

Competencies

• Ability to work effectively and contributes in a team across divisional borders.
• Good presentation and influencing skills.
• Flexible and able to embrace and respond to change effectively.
• Ability to work independently and has good initiative.
• Self-motivated and energetic.
• Builds strong rapport and coordinates approached within the departments in the hotel.

Benefits of Joining Raffles Hotel Singapore

• 5-day Work Week.
• Duty Meals are provided.
• Colleagues Discount and/or Preferential Room Rates at worldwide Accor Hotels.
• Flexible Benefit Dental/Optical/Vacation Expenses/Childrens Education.
• Medical and Wellness Benefit.
• Comprehensive Insurance Coverage.
• Local/Overseas Career Development & Growth Opportunities.
• Holistic Learning and Development Opportunities.

Please refer the Job description for details