Office & Administration Manager at Fairmont Hotels & Resorts

Job Description

Reporting to the Cluster General Manager or his designate, responsibilities and essential job functions include but are not limited to the following: 

• Support the EXCOM by managing their schedules and deadlines while accommodating requests in a timely manner 
• Personally greeting all internal/external guests, offering support and directing enquiries  
• Consistently offer professional, friendly and engaging service  
• Administer the day-to-day operation of the Executive office   
• Prioritize all telephone calls, in-person visitors and schedule appointments  
• Provide all office administration duties such as written correspondence, email, photocopying and ordering office supplies  
• Maintain confidential filling system for correspondence, policies, standards, regulations and various matters related to the Executive office  
• Take minutes of meetings, compiles and distributes them 
• Types confidential reports and letters 
• Orders and coordinate travel for hotel staff and ensure that all flights have been authorized. 
• Arranges venue, equipment and refreshments for meetings as required by the Cluster General Manager 
• Assists EXCOM in preparation and compiling of draft contracts, presentation and reports.  
• Assists with project proposals and special events 
• Collect organizers and provide appropriate research data by utilizing all available resources, analysis and resource administrative needs in innovative ways 
• Organize and supervise other office activities (recycling, renovations, event planning) 
• Anticipate possible and probable hazards and conditions and either correcting them or take action to prevent them from happening 
• Maintains the highest standards of personal hygiene, dress, uniform, appearance, body language and conduct  
• Responsible business: show involvement and be interested in environmental and or social issues by participating in ESG and departmental activities.  
• In charge of monitoring and improving how the business is viewed online. 
• Controlling correspondence  
• Trust You request tracking, monitoring and weekly reporting.  
• Respond to guest views via OTA’s Google and TripAdvisor and communicate to team members in a timely manner.  

Qualifications

• Bachelor's degree in Business Administration, Management, or related field
• Minimum 3-5 years of experience in office management or similar administrative role
• Strong organizational and time management skills with the ability to multitask and prioritize effectively
• Excellent communication skills, both verbal and written
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Demonstrated knowledge of office management systems and procedures
• Experience in budgeting and financial reporting
• Proven problem-solving and decision-making abilities
• Strong leadership skills with experience in supervising and training staff
• Background in facilities management
• Ability to work independently and collaboratively in a fast-paced environment
• Professional certification in office management (e.g., Certified Administrative Professional) is a plus