Rooms Division Executive (Chuyên viên thư ký khối phòng)

• Assist to handle the administrative functions of the Rooms Division to ensure accurate and timely processing of time sensitive and confidential documents as well as the completion of tasks as assigned
• Directly reporting to Director of Rooms regarding administration / personnel matters occur in the division. Generally, Room Division Executive’s responsibilities include the tasks as follows:

o Taking care all kind of correspondences in the Rooms Divisions departments (prepare the draft writing letters, memo, e-mail, paper works, ...)

o Managing filing of the office.

o Making weekly, monthly reports such as Time Attendance report, Monthly Taxi Card report,

o Placing roster / scheduling time attendants/ manning and making attendant reports for all team members for salary calculation purpose.

o Daily attending all kind of administration works (dealing with correspondences, monthly and weekly reports, attendant reports, leaves monitoring and phone calls…) in the Rooms Division’s office.

o Assist in the preparation of input sheets for daily processing including missing reports, vacation requests, the weekly schedule and personal requests for time away

o Maintain proper receiving and match invoices with purchase orders while scanning and matching them through the accounts payable process

o Performance reviews, associate record keeping

o Work to gather, analyse and disseminate statistical data as directed by the Director of Rooms

o Assist the Rooms Division by completing assigned projects, tasks and directives which are created to improve our guest’s experiences such as prepare the report, presentation, slides, collect data for survey and analysis, send out the regular Post Departure Email, TripAdvisor Review Express, …

o Employees with irregular attendance will be subject to disciplinary action, up to and including termination of employment

o Arrange meeting, appointment and take minute when needed upon request from Director of Rooms

o Co-ordinate with other Head of Departments in Rooms Division to ensure smoothly process, submitting the completed task, paperwork as per given deadline

o Follow up paper work from other department within Rooms Division when needed

o Provide clerical support to Rooms Division when needed

• Perform any other duties, which may be assigned by the Rooms Division Management from time to time.

• Competitive salary 
• Full package of insurance
• 14 annual leave/ year
• 6 day off/ month
• Health care insurance

• Communication skills are utilized a significant amount of time when interacting with others; demonstrated ability to interact with customers, employees and third parties that reflects highly on the resort, the brand and the Company.
• Able to speak, read and write English perfectly
• Proficient in the use of Microsoft Office and Resort System (Cadena for Monthly payroll system, Opera PMS version 5.6.8.3
• Good at Excel, Words and PowerPoint
• Ability to prepare and analyse data, figures and transcriptions prepared on and generated by computer.
• Must be able to handle confidential documents and information on a regular basis
• Good apperiance and grooming

Qualifications –

• Diploma or Vocational Certificate in Business Administration Skills or related field.

Experience–

• Minimum 1 year experience in Guest Services or Customer Service in luxury hotel or resort, or an equivalent combination of education and experience.