Hotel Operations Admin

JOB SUMMARY

The Hotel Operations Admin oversees essential administrative tasks to ensure the smooth operation of the hotel’s daily activities and timely fulfillment of departmental deliverables. This role coordinates procurement, supplies, logistics, projects, documentation, and record-keeping with other departments. Working closely with management, the Hotel Operations Admin establishes vital administrative systems for pre-opening activities, ensuring all aspects are organized for a successful hotel launch.

RESPONSIBILITIES

Administrative Management

• Prepare and manage correspondence, reports, and documents.
• Oversee daily administrative tasks, including office supplies management.
• Take, type, and distribute minutes of meetings.
• Implement and maintain office systems and databases.
• Establish and maintain filing systems and work procedures.

Scheduling and Coordination

• Manage schedules and calendars for meetings and important dates.
• Arrange and confirm appointments.
• Organize and coordinate meetings, conferences, and travel arrangements.
• Coordinate the flow of information internally and externally.

Financial Oversight

• Monitor pre-opening and onboarding expenses, assisting in budget preparation and management.

Collaboration and Support

• Collaborate with management to develop and document Standard Operating Procedures (SOPs) and Policies & Procedures (P&Ps).
• Support the hiring and onboarding processes, maintaining employee records and conducting interviews.
• Assist in organizing hotel events, meetings, and guest arrangements.
• Communicate verbally and in writing to answer inquiries and provide information.
• Liaise with internal and external contacts.

QUALIFICATIONS

• College graduate of any four (4) year degree
• At least two to three (2-3) years of experience, preferably in a five-star hotel or in similar roles such as Secretary, Administrative Assistant, or Executive Assistant.
• Project Management: Basic understanding of project management principles, strong organizational skills, and eagerness to learn project management tools.
• Reporting: Familiarity with creating and analyzing basic reports, attention to detail, and proficiency in spreadsheets and word processing software.
• Analytical Skills: Strong willingness to learn problem-solving techniques, ability to analyze data and identify trends, and critical thinking skills for evaluating information.