VIP Gaming Administrator at Sun International

To provide a wide range of administrative, project and general support duties of a responsible and confidential nature, including the co-ordination of accommodation reservations and logistics for VIP gaming events, and to ensure the seamless implementation and consistent delivery of services provided by the VIP Gaming department to all guests, and stakeholders, in line with Company procedures and standards.

Education

• Matric / Grade 12
• Project management certification is an advantage

Experience

• Minimum of 2 years experience in an administration role, preferably obtained in the hospitality or gaming environment

Skills and Knowledge

• Attention to detail
• Accountability
• Problem Solving
• IFS (Purchase Requisitions)
• Planning and co-ordination
• Strong English Verbal & Written Communication skills
• Clerical Administration skills
• Customer service Orientation
• Multi-tasking
• Handling information / following instructions
• Presentable, professional, creative, assertive team player with high energy levels
• Stakeholder Relationship management
• Project co-ordination
• Event set-ups
• Emotional resilience and ability to handle pressure
• Proficient Computer Skills (MS Office/Opera/CLMS)
• Conformance to Internal Standards
• Sun International Structure and Channels

 

Key Performance Areas

Office Administration Management

• Provide administrative support to the VIP Gaming department (including e-mails, mail and telephone)
• Allocate and reconcile supplier invoices correctly and resolve all queries in the financial system
• 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 departmental KRONOS
• 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

VIP Gaming Support

• Have an up-to-date understanding of facilities and products available for events
• Update the VIP gaming events calendar for the property
• Assist with the administration of accommodation bookings to ensure VIP customers hotel, transport and security arrangements are completed and communicated
• Process complimentary settlements including hotel bills and gaming comps
• Sourcing and preparation of quotes for events logistics with 24 hours response time as per SOP
• Compilation and distribution of event schedules
• 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 agendas, minutes, as well as VIP event invites
• Monitor billing instructions for the event with the banqueting department
• Consolidation and tracking of expenses relating to shows and events; escalating variances
• Coordinate the dissemination of information e.g. VIP guests arrival schedules to the appropriate parties and departments, etc.
• Monitor timelines and task milestones to ensure customer service delivery is of a VIP standard
• All system data is up-to-date, accurate and captured in line with deadlines.

Co-Ordinate logistics for VIP Gaming Events

• Compile the running order schedule to accurately reflect event requirements
• Conduct pre-event checks to ensure that the venue set up meets technical (lighting, sound, decor) and event requirements
• Log calls with maintenance or IT to ensure resolution of any faults
• Communicate regularly with relevant stakeholders and inform entertainers or relevant departments of potential problems, changes, and additional requirements /resources
• Escalate any issues / challenges being experienced
• Liaise with banqueting / events to update any final amendments to function sheets and ensure the distribution to all event stakeholders
• Complete post event administration including: event information documents, attendance figures and billing.

Monitored Departmental Employee Processes

• Track staff leave liability for the department, escalating any areas of concern
• Document the training needs analysis for the department, and monitor the schedule of training attended
• 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 onboarding for new employees within the Development department, including liaising with new staff members re the completion of starter packs / contracts
• Ensure new staff have necessary equipment, stationery and security tags