Rooms Administrator

**Position summary statement**:
The Administrator is responsible for providing full spectrum of professional secretarial and administrative support including managing executive calendar, agenda of meetings and events as well as preparing business reports and correspondences for DOR as well as supporting, maintaining and managing the Front Office Back-of-House operations. He / she performs all duties in accordance with PPHG policies and within the realm of PPHG Mission Statement.

**Primary Responsibilities:
**Operations**
- Supports company's philosophy and company culture on a daily basis to ensure guest satisfaction and the achievement of our mission statement.
- Maintains complete knowledge of all hotel features/services, hours of operations, hotel restaurant food concepts, menu price range, dress code and ambience.
- Maintains complete knowledge of hotel room types, number/names, layout appointments, amenities and locations, this includes all hotel room rates, special packages and promotions.
- Ensures complete knowledge of scheduled hotel’s activities, names and locations of functions/events.
- Co-ordinates and follows-up on any requirements /correspondences from 3rd Party suppliers/vendors/external stakeholders i.e. carpark rental /coupons requirements; function /rooms requests
- Be familiar with the décor, amenities and technology of guest rooms and suites.
- Assists with executing back-end support for all guest requests in an accurate and efficient manner. This includes assistance in liaising and coordinating with suppliers, vendors, and/or stakeholders.
- Demonstrates teamwork by cooperating and assisting co-workers as needed.
- Responsible for drafting letters, replying simple guests’ comments, keeping and maintaining records
- Provides full spectrum of secretarial and office administrative support to DOR.
- Takes minutes of attended meetings and prepares daily correspondences.
- Arranges appointments and meetings for the DOR and relevant Rooms Department Heads.
- Prepares and maintains files, reports, letters, memorandums and other relevant business documentations.
- Handles travel and hotel arrangements, daily incoming calls, schedule and control meetings; organizes local and regional meetings and conference.
- Supports and assists in managing the housekeeping and maintenance of Back-of-House areas of the Front Office and all areas under the Rooms’ jurisdiction including Spa and Retail.
- Ensures that all Back-Of-House equipment are well maintained and in working order
- Performs all duties as listed in the task list and other job-related duties or as designated by the DOR.

**Administration**
- Manages and handles all areas of administration including procurement (SAP) work for the Rooms Division including Front Office and Security. Housekeeping and Lifestyle will have a closer coordination with Rooms admin on this aspect.
- Assists Front Office Manager & DOR in administering claims, expenses
- Ensures timely approvals of work schedules i.e. OT timesheets, payroll, spa commissions payable.
- Assists in preparing welcome cards for guests together with back office support team.

**Learning and Development**
- Collaborates and assists with the Rooms’ educators in fulfilling training/admin deliverables.
- Takes part in Rooms orientation process for new hires when possible.

**Other Responsibilities**
- Supports the Mission, Purpose and Values of the Pan Pacific Hotels Group.
- Conforms with all relevant Workplace Safety & Health practices and maintains a safe workplace for all associates.
- Adheres to grooming and hygiene standards set by the Hotel.
- Exercises responsible behaviour at all times to uphold the image and reputation of the Pan Pacific Hotels Group, Hotel and department.
- Ensures that the Hotel’s properties and facilities are protected and are kept in good working condition. Reports any loss or damage to the Hotel’s properties and facilities promptly and appropriately.
- Carries out any other reasonable duties and responsibilities as assigned.