Secretary to Director of Rooms

Dusit Doha Hotel | Dusit Hotel & Suites - Doha


Date: 12 hours ago
City: Abu Dhabi
Contract type: Full time
Job Description

PRIMARY RESPONSIBILITIES:

Administration

Filing & Records: The Director of Rooms Secretary is the captain of the Rooms Division filing, she must know by heart where to find and to classify any document to be able to find it back very quickly.

  • She needs to understand and respect perfectly the system established. She will be dynamic to bring initiatives to the Director of Rooms to facilitate the work, or to improve the organizational system.
  • She will ensure that no document is lost and that the Director of Rooms has on hand all required documents as per system established.
  • She will ensure that all documents are filed on time, at the right place and with the standard established. The locations of the documents are: Director of Rooms Office. Director of Rooms Secretary Desk.

Scheduled Paper Work

  • She will ensure that all scheduled paper work is ready for the date defined. She will keep records of the deadlines and do an efficient chasing to Director of Rooms and Rooms Division Department. The paper concerned will be for example: Schedules, Training Name lists, special projects & concepts…

Audit Preparation Issues

  • She will ensure that all documents are properly organized in the accurate file that the figures are correct, ready to be checked by the Director of Rooms on a daily and/or monthly basis. She will be very involved in all the audit issues documents and will ensure that the Rooms Division administration procedures established are respected by all Departments. She will make a report to the Director of Rooms if she finds any problem.

P&L Meeting Preparation

  • The Director of Rooms Secretary will prepare on a monthly the “Profit & Loss Meeting” for the Rooms Division as per Dusit Standard with all documents and figures for the Director of Rooms to study and make her comments.

Organization

  • The Director of Rooms Secretary will be very organized in her/his work and will keep at any time her/his office clean, tidy and following strictly the organizational standards established.

Papers Follow Up

  • The Rooms Division is a big “Paper Factory” & the Director of Rooms Secretary is responsible to route each of them to the right place. She will then pick up at the beginning and at the end of her shift, plus every two hours minimum during the day, all the papers from the Rooms Division & Director of Rooms pigeon holes. She will then organize them and put all documents concerning the Director of Rooms on her desk. She will then route them strictly as per instructed by Director of Rooms and will make the copies accurately when required.

Training and Human Resources

  • When the Director of Rooms Secretary is aware of internal problem, which may be fixed, she has to let the Director of Rooms know right away to ensure that all eventual problems are fixed on time and are kept under control.
  • Ensure wherever possible that employees are provided with a work place free of discrimination, harassment and victimisation.
  • Treat complaints of harassment and discrimination promptly and confidentially.
  • Treat customers and colleagues from all cultural groups with respect and sensitivity.
  • Identify and deal with issues which may cause cross cultural conflict or misunderstanding.

Technical Responsibilities

Coordinator Of The Communication

  • Meetings / Committees: The Director of Rooms Secretary will attend the required meetings organized by the Director of Rooms. She will take note of all details and comments made during those meetings and will report them carefully in the “minutes”. These “Minutes” will be controlled & approved by the Director of Rooms before to be issued.
  • Bookings: The Director of Rooms Secretary will book in advance the meeting rooms required for meetings & committees and will ensure that everything is ready for the time of meetings or trainings.
  • Center Of Information: The Director of Rooms Secretary must be well aware of the Rooms Division Issues and their status. She is able to give some information when required to the Rooms Division staff regarding non-confidential and official issues.

Director Of Rooms Assistance

  • The Director of Rooms Secretary will assist the Director of Rooms in all the administration tasks to make his/her work more efficient. She will handle the typing and formatting work on computer when required and will be flexible to receive instructions upon the priority of the moment.
  • She will organize the schedule of the Director of Rooms in advance and remind him in advance to make sure that he does not miss an appointment or meeting and has time to prepare it.
  • She will remind him as well the pending matters that he is supposed to follow up (as per his instruction or minutes). She will then keep a pending list to be able to do an accurate follow up on time.
  • She will answer first all the outside calls addressed to the Director of Rooms, will take the name, company and position systematically and will announce the call if the Director of Rooms is available. If he is not available, the Director of Rooms Secretary will then take all details (for internal & external calls) of the message and the contact number. She will advise the Director of Rooms as soon as possible.

Communication Line

  • She will ensure a perfect communication to the Director of Rooms of all the information received. The Director of Rooms will be the first informed in the shortest time possible of any information received.

Interdepartmental Coordination

  • The Director of Rooms Secretary will act as the spokesman of the Director of Rooms when instructed to follow some documents or issues with other departments of the hotel.

Confidentiality & Privacy

  • She will ensure that all information received or heard within the division of the Director of Rooms is kept confidential to ensure that the privacy is maintained.

Security Issues

  • The Director of Rooms Secretary has to know her duties & responsibility in the eventuality of fire. Her key task is to collect the updated Rooms Division Schedule.

Others

  • Continuous learning through own IDP.
  • Any other duties as may be assigned by the superior.

Accountabilities

  • Represents Dusit’s brand and its values at all times. We will establish relationships and foremost and we will deliver an exceptional guest experience and promote Thai graciousness.

Company’s Culture

  • Communicate and fully embracing the Company’s culture (our Vision, our Mission and our Values), leads by example and cascade to all your subordinates. – “Proud to belong and to contribute”

CONFIDENTIALITY

  • Ensure confidentiality and secure storage of all intellectual property and data bases, both hard copy and electronic. Adhere to Dust Internet and E-mail policy. Ensure Hotel, Customer and Staff information or transactions are kept confidential during or after employment with the company.

JOB REQUIREMENT

  • Minimum education of Bachelor degree in Hotel Management or relevant degree.
  • Minimum of 3 years in Reception or Guest Service experience
  • Have good English communication skills both in written and spoken
  • Pleasant personality with good communication and interpersonal skills

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