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Management Administrator

1 month ago

Hook Hampshire, Hampshire, United Kingdom Elite Hotels Full time

Management Administrator - Hook, Hampshire

Key Responsibilities: Secretarial, Administration, Information Management & Communication

  • Support General Manager and HODs with typing, reports, emails, spreadsheets and general correspondence in a well-articulated and professional manner.
  • Assist in meeting weekly and monthly deadlines for reports and analysis
  • Organise and check the correct literature is displayed at the Hotel
  • Ensure that ‘contacts’ database is kept up to date and that all databases comply with the GDPR 2018
  • Keep computer files organised and work within GDPR
  • Address any IT, technical and telecommunication issues/requirements with the relevant support agents and follow up to ensure satisfactory resolution
  • Handle incoming telephone calls in accordance with Company procedure, taking messages as appropriate and forwarding to the correct individuals in a timely manner
  • Schedule appointments, meetings and visits with employees, suppliers, contractors, and clients
  • Ensure effective and proactive communication with employees, suppliers, contractors and clients
  • Conduct show-rounds for new staff if Personnel & Development Manager not available
  • Take notes at investigation and disciplinary meetings as required.
  • Support with Live in Staff Maintenance queries and logging on Opera in the absence of Personnel & Development Manager.
  • Ensure that all forms for Managers and Staff are kept up to date and available including Maintenance Repair Forms, Staff Rate Programme Authorisation Forms, Exit Interview Forms, Staff Entertainment Authorisation Forms etc.
  • Liaise with Personnel & Development Manager regarding new starters – ensuring that Staff Welcome Packs are ready and available as required.
  • Pro active reply to all guest’s emails, surveys, and social media as per Company guidelines.

Financial Awareness

  • Adopt a culture of reducing waste and increasing energy efficiency
  • Control costs and ensure best value for money
  • Maintain accuracy and follow agreed Company procedures with regard to purchases
  • Compile and consolidate purchase orders as required
  • Process accounts details and invoices
  • Reconcile deliveries and costs with purchase orders.

Hospitality & Service

  • Receive, welcome, introduce and host visitors as required
  • Be an exceptional and professional ambassador for Elite Hotels in all business relationships
  • Ensure all requests and queries are responded to promptly and effectively
  • Adopt the core values and help promote them to all members of the team.

Health & Safety, Security, Confidentiality, Company Policy & Procedures

  • Work within a safe and secure environment by complying with H&S legislation and liaising closely with management
  • Ensure the personal security of yourself, all staff, guests and contractors together with their belongings
  • Report any unusual or suspicious activity to management
  • Adopt practices that ensure, maintain and protect confidentiality in all Company related dealings
  • Adhere to agreed Company policies and procedures at all times.

At Elite Hotels we have a single minded and unwavering goal to make every visit to our hotels a positive experience that customers feel compelled to talk about.

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