Office and Administration Manager at Fairmont Hotels & Resorts

Job Description

Office and Administration Manager

• As a sales coordinator, you will perform general office duties and support the sales team achieve their set objectives.

What is in it for you:

• Employee benefit card offering discounted rates in Accor worldwide
• Learning programs through our Academies and the opportunity to earn qualifications while you work
• Opportunity to develop your talent and grow within your property and across the world!
• Ability to make a difference in the local community through our Corporate Social Responsibility activities, like Planet 21

What you will be doing:

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

Administrative and Secretarial Support

• Support the EXCOM by managing their schedules and deadlines while accommoding 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
• Answers telephones, screen calls and makes calls on behalf of the Cluster General Manager
• Reads arrival list and VIP list to make Cluster General Manager aware of returning guests and VIP guests
• Communicates with Front Office to organize appropriate gifts for VIP Guests
• Maintains the highest level of confidentiality  regarding staff, business and guest information
• 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)
• Enforcing systems, policies and procedures when and where required
• Dealing with petty cash and its monthly reconciliation

Health and Safety

• Ensures that all potential real hazards are reported and reduced immediately.
• Fully understands the hotels fire, emergency and bomb procedures
• Applies hotel regulations appearing to existing laws and regulations for safety.
• 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.

Online Reputation Management

• 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.
• Reporting of Quality Assurance findings and recommendations to the team.

Miscellaneous

• Attend meetings and trainings required by the Cluster General Manager.
• Assist Heartists to perform similar or related jobs when necessary.
• Ensures guest satisfaction by attending to their request and inquires courteously and efficiently.
• Accepts flexible work schedules necessary for uninterrupted service to hotel guests.
• Maintains own working area, materials and company property clean, tidy and in good shape; reports defective materials and equipment to the Cluster General Manager.
• Continuously seeks to endeavor and improve own knowledge of the job function.
• Is well updated and possesses solid knowledge of the following;
  • Hotel fire. And emergency procedures
  • Hotel health and safety policies and procedures
  • Hotel, facility and nearby sites of interest and importance i.e. (hospitals, stations, tourist sites)
  • Hotel standards of operation and departmental procedures.
  • Current licensing relating to the hotel
  • Accepted methods of payment by the hotel
  • Short and long term hotel goals, as well as corporate and marketing promotional programs.
  • Corporate clients and clients generating high business volume
  • Union agreements.

Qualifications

Your experience and skills include:

• Proficient in Microsoft Office applications including PowerPoint, Excel and Microsoft Word
• Able to work creatively with Canva
• Previous experience in an administrative role required
• University/College degree in a related discipline is an asset
• A background or knowledge in PR, Legal and Marketing is preferred
• Previous hotel experience preferred
• Excellent communication and organizational skills
• Strong interpersonal and problem solving abilities
• Highly responsible & reliable
• Ability to work cohesively as part of a team
• Opera knowledge is an advantage