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  • Posted: Apr 18, 2024
    Deadline: Not specified
  • Never pay for any CBT, test or assessment as part of any recruitment process. When in doubt, contact us

    The Fairmont Norfolk is a historic hotel in Nairobi, Kenya and is owned by the luxury hotel chain, Fairmont Hotels and Resorts. The hotel has 170 rooms, 4 restaurants, and consists of 5 main blocks, each ranging from 1 to 2 stories high. The hotel has a signature Tudor style of architecture that has been maintained since its original construction.
    Read more about this company


    Office and Administration Manager

    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.


    • 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.


    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

    go to method of application »

    Incentives, Meetings & Events Coordinator

    Job Description​​​​​​​

    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 Incentives, Conventions & Meetings Manager, or her designate, responsibilities and essential job functions include but are not limited to the following: 

    • Maintaining and improving the hotels catering business as well as any other market segment assigned.
    • Maintaining existing relationship with clients as well as solicit new business to achieve sales’ targets.
    • To establish and maintain rapport with clients, prior to, throughout and post conference, exceeding their expectations and encouraging repeat business.
    •  To expedite function bookings, prepare function resumes, event contracts and agreements to all departments in the hotel.
    • Tracking and analysis of competitive set pricing and yield strategies, gaining the ability to predict the competition set reaction to changes in the marketplace.
    • Consistently offers professional, engaging and friendly service
    • Responsible for the sales and management of all group bookings of meeting rooms or more that do not require catering (with the exception of breakfast).
    • This also includes the management of PCO group blocks relating to inventory, payment and group setup, where that group does not include catering.
    • Handle enquiries for group bookings via fax, email or phone during the shift, communicate immediately, and provide a reply or confirmation within a reasonable timeframe (24 hours).
    • Handle any other department issues related to groups (follow up on prepayment, routing, vouchers…)
    • Preparation of group information sheets (group movements) and briefing of all involved prior to arrival of group.
    • Manage Hotel inventory in relation to group reservations and monitor potential wash of business.
    • Produce reports and statistics as requested by the Incentives, Conventions & Events Manager. This will include, but is not exclusive to, Group Wash and Business Turndown reports and 3-month Group Forecasts.
    • Manage Group payments, cancellations, rooming lists and terms and conditions.
    • Maintains a precise filing system for all Group reservations and correspondence.
    • Ensure a prompt input of reservations and data for the next 3 month period for all group enquiries & bookings (within 24 hours).
    • Performs all reservations duties including making and entering reservations as required (e-mail, fax, phone).
    • Handle guest complaints and enquiries in an efficient and professional manner and ensure the ICME Manager is informed of any guest feedback


    Your experience and skills include:

    • Previous sales or F&B experience is preferred
    • Computer literate in Microsoft Window applications and or relevant computer applications required 
    • Excellent communication skills, both written and verbal required
    • Strong interpersonal and problem-solving abilities
    • Highly responsible & reliable
    • Ability to focus attention on guest needs, remaining calm and courteous at all times
    • Highly passionate and energetic coordinator willing to evolve in an innovative, fun, and fast paced environment.
    • Previous experience is an asset
    • 2-3 years’ experience in Hotel Sales
    • At least a degree in Hotel Management or Hospitality Management

    Method of Application

    Use the link(s) below to apply on company website.


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