Hotel/resort Executive Assistant Manager

Reporting to: General Manager

JOB OVERVIEW

Provides functional assistance and direction to the Rooms Division, Food and Beverage operation, Leisure and Recreation Department and interacts with Resort Hotel members and individuals outside the Resort Hotel including, but not limited to suppliers, government officials, competitors and other members of the local community. Coordinates functions and activities with the department heads as appropriate.

• Role is second in charge behind GM and career progress is to the GM level

• EAM will be responsible for the Operations of Rooms and Leisure & Recreation departments, as well as the F&B and VIP facilities behind the scenes management

KEY RESPONSIBILITIES:

Planning and Organizing - To plan all operational procedures, to plan and organize all recruitment, grow revenue of the Rooms Department, F&B Department and Leisure & Recreation Department and to improve service and quality.

• To coordinate with the heads of Rooms, L&R, F&B departments to ensure adequate coordination and operations implementation

• Implement departmental strategies and action plans in accordance with the resort’s strategic and sales plans

• To plan the yearly revenue target

• To plan and get the desired cost price for products sold by the resort

• To plan on upgrading the standards within the Resort

• To liaise with the sales & marketing manager to set the strategy for the Rooms, F&B, L&R departments

• To organize and conduct interviews

• To project business opportunities in order to increase revenue

• To plan, develop and implement formal training plans for personnel

• To participate in preparation of the Resort strategic plan, marketing plan and goals program

• To regularly update the General Manager on all operations achievements and key issues

Communication - Ensure all staff is aware of the goals and objectives of the L&R, Rooms, F&B Departments and to achieve and maintain good relationship amongst the Resort personnel.

• To operate an efficient and accurate administration process in order to meet statutory, legal and internal requirements

• To conduct daily briefings to ensure that all departments receive updated information

• To conduct weekly briefings to improve all aspects of the resort

• To attend all other meetings as required by the administration team

• To ensure and maintain good relations with members and suppliers

Budgeting & Costing - To ensure that adequate funds are available for smooth operations and also to ensure adequate amount of resources

• To delegate and control the departmental expense budget throughout the year

• Control Payroll and Business Expenses of the Rooms, L&R, F&B Departments

• To prepare and derive the required operational cost for the Rooms, L&R, F&B Departments for the year

• To oversee budget preparation for the year

• To ensure the preparation of management team duties and rotas

• To implement methods to control wastage and over production

• To select suppliers with the most competent prices

• To ensure that the payroll doesn’t not exceed the budget

• To set the profit margin targets and achieve them

• To analyze potential costs

• To consider aspects of re-investment

• To co-ordinate and manage pricing strategies

• To analyze the market needs and trends

• To contribute to Sales improvement

• To ensure improvement in productivity across the resort

Personnel & Development - Ensure all requirements of staff are met & updated

• To liaise with the General Manager & Human Resources Director in matters relating to recruitment and disciplinary procedure

• To help the Human Resources select the right candidates from the market, by processing job applications

• To select the right candidates from the market, by processing job applications

• To ensure regular progress update & reviews are conducted for all managers & staff

• To conduct performance appraisal for F&B, Rooms, L&R department Heads and insure Managers, Assistant Managers and Administrators are receiving their appraisals as per the set plan

• To ensure employee grievances, disciplinary procedure are monitored

• To ensure that regular On Job Training are conducted within each department

• To actively participate in the quality circle within the Resort

• To coordinate with the HRD and prepare job descriptions for all personnel in each respective Department

General:

• To carry out the duty managers shift in order to meet management requirements

• Manage the functioning of all employees, facilities, sales and costs, to ensure maximum departmental profit is achieved

• Ensure regular upgrades of the resources of the Rooms, F&B and L&R departments

• To oversee the preparation, presentation and service of food products to ensure the highest quality at all times

• To oversee the that all guest rooms, public & back of the house areas including kitchen areas are well maintained and cleaned

• To maintain good will, sense of fairness and an open door policy towards employees

• To monitor and check resort members satisfaction

• To control operating and merchandising costs

• To maintain highest standards of Hygiene

• To maintain good Health and Safety Standards

• Implement a daily and monthly checklist for all departments. Ensure proper follow-up to attain maximum quality and efficiency

• To coordinate all sales activities which are conducted in area of responsibility

• To actively engage and participate in effective communications within the resort

• To adhere to all the resort standards and procedures at any given time

• Ensure that all Standards are being adhered to, by training all personnel and monitoring their compliance

• Bachelor's Degree of Hospitality services, or in Business Administration, from a highly reputed university

• Post graduate studies in similar subjects are highly recommended

• 10+ years of experience in the hospitality sector

• At least 5 years of experience in a management role, preferably within a well-reputed 5* exclusive hotel resort/ luxury 

• Good understanding of procurement functions, pricing strategies as well as sales & marketing methods

• Dynamic personality and creative mindset

• Full proficiency in English,