15 On Orange Hotel Personal Assistant Gardens, Cape Town

Closing date ayichazwanga

Requirements

  • Matric;
  • 2 years experience in the administrative assistance, clerical services, or related professional area or a National Diploma in Secretarial Studies, Business Administration, Hotel and Restaurant Management, or related major; no work experience required.

Responsibilities

Providing Documentation and Reporting Support

  • Assists managers in preparation of various reports and presentations.
  • Assists with the design and preparation of statistical reports as needed.
  • Attends, transcribes and distributes minutes, and participate in staff meetings, executive committee meeting and department meetings as needed.
  • Makes new files, maintains existing files.
  • Maintains giveaway/donation files and assists in making reservations.
  • Provides administrative support to manager/s and department.

Supporting Correspondence

  • Composes, produces and signs correspondence on routine matters.
  • Produces and distributes correspondence as required.
  • Answers General Manager’s phones.
  • Acts as a receptionist for manager and, when necessary, other department members, providing assistance to callers as required.
  • Sorts and distributes mail.

 Ensuring Exceptional Customer Service

  • Providing services that are above and beyond for customer satisfaction and retention.
  • Managing day-to-day operations, ensuring the quality, standards and meets the expectations of the customers  on a daily basis.
  • Attends meetings and communicates with executive and peers as an effort to improve quality of service.

Additional Responsibilities

  • Ensures VIP amenity requests from GM is handled in timely manner.
  • Signs for managers and release, with specific permission.
  • Communicates the importance of safety procedures, detailing procedure codes, ensuring employee understanding of safety codes, monitoring processes and procedures related to safety.
  • Analyzes information and evaluating results to choose the best solution and solve problems.
  • Attends meetings to plan, organize, prioritize, coordinate and manage activities.
  • Works with other people to gather the information necessary to manage projects, achieve goals, and resolve problems.
  • Informs and/or updates the executives and peers on relevant information in a timely manner.

Policies and Procedures

  • Maintain confidentiality of proprietary materials and information.
  • Protect the privacy and security of guests and coworkers.
  • Follow company and department policies and procedures.
  • Ensure uniform, nametags, and personal appearance are clean, hygienic, professional and in compliance with company policies and procedures.
  • Protect company tools, equipment, machines, or other assets in accordance with company policies and procedures.
  • Perform other reasonable job duties as requested by Supervisors.

Guest Relations

  • Address guests' service needs in a professional, positive, and timely manner.
  • Thank guests with genuine appreciation and provide a fond farewell.
  • Welcome and acknowledge each and every guest with a smile, eye contact, and a friendly verbal greeting, using the guest's name when possible.
  • Anticipate guests' service needs, including asking questions of guests to better understand their needs and watching/listening to guest preferences and acting on them whenever possible.
  • Actively listen and respond positively to guest questions, concerns, and requests using brand or property specific process to resolve issues, delight, and build trust.
  • Assist other employees to ensure proper coverage and prompt guest service.

Communication

  • Speak to guests and co-workers using clear, appropriate and professional language.
  • Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.
  • Answer telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one's voice, using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call.
  • Talk with and listen to other employees to effectively exchange information
  • Discuss work topics, activities, or problems with coworkers, supervisors, or managers discreetly and quietly, avoiding public areas of the property.

Computers/Software

  • Transmit information or documents using a computer.
  • Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, reservation and answer inquiries from guests.
  • Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.
Lomsebenzi ufakwe ngu Tebuho Moshoeshoe nge 8 ka November 2019

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