Hotel CoOrdinator (Sun City) at Sun International

Job Purpose

• To provide a wide range of administrative, project and general support duties of a responsible, confidential and complex nature to the Hotel Manager and the Hotel management committee, and to ensure the seamless implementation and consistent delivery of services provided by the hotel manager’s office to all guests, staff, vendors and stakeholders, in line with Company procedures and standards. 

Key Performance Areas

Office Administration Management

• Provide administrative support to the hotel operations management team (including e-mails, mail and telephone)
• Allocate and reconcile supplier invoices correctly and resolve all queries in the financial system
• Submit all contractor timesheets, invoices, and departmental expense claims to the Finance department as per company policy and procedures.
• Order stationery, paper and other office consumables (as per company procedures), ensuring availability on demand.
• Type correspondence proficiently including letters, etc.
• Develop a filing system (including records and reports) that enables others in the business unit to be able to access required documents
• Store confidential documents for safe keeping
• Coordinate the flow of paper and electronic documents to the appropriate parties
• Prepare internal and external communication documents and type correspondence proficiently including letters, etc.
• Complete reports / minutes/ presentations / departmental documents and distribute to relevant parties
• Prepare, co-ordinate and distribute the monthly reports including the month-end Report
• Administration of Kronos for the Hotel Manager’s office and management team
• Follow through on outstanding issues and action lists from minutes with relevant HODs
• Prepare the departmental budget information and record and monitor monthly expenses, escalating any variations to budget

Hotel Operations Departmental Support

• Book meeting venues according to meeting requirements – number of people, equipment, times, access to floor, accessibility, refreshments, and time frames.
• Co-ordinate and record meeting content including invites, agendas, minutes
• Have an up-to-date understanding of facilities and products available for hotel
• Update the hotel team activities in a calendar across multiple areas
• Manage calls, queries and requests received by the office on a daily basis ensuring that these are resolved, redirected or reassigned to relevant persons within the department.
• Troubleshoot and resolve requests with internal clients and external stakeholders, where relevant, including providing non-advisory information to stakeholders on policies, procedures and financial payments.

Monitored Departmental Employee Processes

• Track staff leave liability for the business unit, escalating any areas of concern
• Document the training needs analysis for the hotel, and monitor training attendance
• Chase the completion of people management processes (with HR) on behalf of the manager including the scheduling and co-ordination of:
• Performance contracts and review sessions
• Payroll requirements / documentation
• Starter pack completion
• Escalate areas of concern to management as per department norms and company policy.
• Provide departmental on boarding for new management employees within the hotel department, including liaising with new staff members re the completion of starter packs / contracts
• Ensure new hotel management staff have necessary equipment, stationery and security tags

Delivered Client Service 

• Keep management updated with regards progress on projects and relevant activities, and where necessary escalate unresolved issues
• Respond to and resolve queries with internal and external clients
• Develop and maintain sound working relationships with relevant departments
• Interact with clients and provide professional service standards and solutions
• Keep up to date with functional services and facilities

Requirements

Education

• Minimum of 3 years' experience in an administration role, preferably obtained in the hospitality environment.

Experience

• Grade 12 Certification or Diploma in administration, or secretarial would be preferred.

Skills and Knowledge

Technical / proficiency competencies

• Hotel Industry knowledge
• Contract and SLA administration
• Project co-ordination
• Strong English Verbal & Written Communication skills
• Financial awareness 
• Emotional resilience and ability to handle pressure 
• Proficient Computer Skills (MS Office/Opera/CLMS)
• Conformance to Internal Standards
• IFS (Purchase requisitions)
• Take Initiative
• Writing formal correspondence
• Stakeholder Relationship Management
• Customer Services Orientation
• Clerical Administrative functions
• Planning Co-ordination
• Hotel Industry Knowledge

Core & Personal behavioral competenciesDecision-making skills

• Multi-tasking
• Planning and co-ordination
• Handling information / following instructions
• Clerical Administrative functions
• Problem-Solving
• Checking / attention to detail
• Writing formal correspondence
• Take initiative
• Customer service orientation
• Stakeholder Relationship management
• Presentable, professional, creative, assertive team player with high energy levels