Executive Assistant Manager/ Deputy General Manager

The job holder plans, coordinates, supervises and controls all rooms division related activities at the hotel, taking into account the TUI BLUE standards, guest satisfaction and cost-effectiveness. Acts as deputy to the General Manager, if / when requested, in which case he/she shall be in charge of the entire hotel operation.

ESSENTIAL JOB FUNCTIONS:

Quality

- Ensures a daily implementation of all product and service standards set by the TUI BLUE headquarters and the company

- Checks the quality of service and satisfaction of guests daily through a strong presence in the all hotel public areas, landscaping, beach, rooms & suites

- Regularly seeks opportunities to improve service quality in general and improve efficiency

- Detects shortcomings in the service and develops measures to address them

- Ensures that all service personnel have appropriate product knowledge and sales techniques

- Is responsible for the regular training for employees and carries out trainings themselves

- Ensures a perfect condition of his/her work area with regard to cleanliness, safety in accordance with the national regulations, order, maintenance of the equipment and the service material as well as their care

- Ensures that grievances are reported to the relevant departments, such as housekeeping and technology, and that a timely resolution is made

- Ensures a well-maintained appearance of its employees including uniform

Administration & Controlling

- Creates or controls all rosters of his/her work area, taking into account the forecasts for occupancy and events

- Together with the Finance Manager, acts as assistant to the General Manager in matters budgeting and control

- Ensures through efficient planning that a build-up of good days, vacation days and overtime is extensively avoided or these are dismantled promptly after the development

- Controls the adherence to the standards set for inventories and control, including but not limited to linen, guest supplies and chemicals, using spot checks and monthly inventories and ensuring no last minute reorders.

- Is responsible for ensuring that the daily billings of the front office cashiers are created correctly according to predetermined standards

- Checks and signs all purchasing and goods requirements for his/her work area taking into account the cost-effectiveness (business volume, par levels, etc.)

- Responsible for all printed matter in his/her work area with regard to layout, content and condition (menu cards, buffet signs, posters & flyers for special promotions, etc.), CI complies with the trademark specifications

- Depending on the location, the job holder is also responsible for the entire administrative area for group arrivals (detail agreements, function sheet creation, personnel planning, etc.)

- Monthly evaluation and commentary of departmental reports on sales and costs, submits proposals to the general manager and controller to increase sales and reduce costs for his/her division

- Creates forecasts and budgets for his/her area and assist in the overall budgeting coordination

Product Development

- Ensures full and unconditional support to BLUE Guide Manager and BLUE F!t Manager, working in harmony and close contact / coordination if / when needed

- Constantly refreshes his/her knowledge regarding the competitive set and offers from within, making sure that TUI-BLUE Nam Hoi An stays competitive

- Actively sources for new ideas on how to enhance reception welcome experience, amenities inside the rooms and upselling ideas and promotions

- Works closely with sales and revenue to ensure swift adjusting to seasonality & market demands

- Daily patrols all public areas, including rest rooms, making sure that there are weekly product improvements in terms of touches and creative ideas, such as flower, scent, lighting etc.

- Leads the development, optimization, implementation and fine-tuning of service processes

Leadership

- Uses his/her employees based on their skills, recognizes potential and promotes it

- Detects weaknesses and develops measures to shut them down or mitigate them together with the employee concerned

- Conduct regular employee interviews, document them and ensure a follow-up of the measures discussed that serve the further development of the employee

- Actively involved in the recruitment and selection process for his/her area, it ensures optimal induction of new employees

- Conducts and ensures effective communication within his/her department and with other departments, gives clear instructions and targets to his/her employees

- Conducts bi-monthly training within his/her division, to ensure all concerns raised in ReviewPro are answered with permanent solutions

- Conducts weekly and monthly meetings within his department and ensures all sections have daily communication briefings

- Promotes teamwork within his/her department and with other departments in the hotel

- Does the philosophy of TUI BLUE and performs his role model function as a leader and brand ambassador

Personal development

- Regularly informs him/herself about the latest trends in the local area for five starr resorts

- Shows the initiative for personal development by participating in training programs (internal & external), visits to trade fairs and studying relevant specialist literature

- If not available, the job holder should be suitable for a Train the Trainer certification.

Additional Responsibilities / Final determination:

- This job description includes only an excerpt of the task area and can be extended as required

- Depending on the location, the job holder is also the deputy of the general manager. In such cases, the job description shall be extended accordingly

- Further tasks are carried out according to the instructions of the general manager

- Opportunity & challenges to contribute in a large, world-class & professional working environment as well as to develop in pioneering the establishment of a chain of other hospitality properties in TUI Group.

- Welfare regimes and regulations on rights and responsibilities are clear and transparent.

- University/ College Degree in related job field or equivalent certificates/ diplomas.

- Fluent English and basic/ communicative foreign language (French, Germany).

- Proficient using Microsoft Office and Property Management System.

- Knowledge & Professional Skill in the required field, Leadership & Management Skill, Staff – Motivation Skill, Problem solving Skill, Customer Service Skill, Effective Communication Skill.

- Be organized, detail oriented, dynamic, creative & passionate in leading, working & developing team members; have good attitude, team work building rapport, positive thinking and take challenges to work under pressure with can-do commitment.