Secretary to Director of RoomsFilled

Dusit Thani Dubai; Abu Dhabi; On-site; AED 300,000 - 400,000; Full time

Job summary

A leading company in the hospitality sector is seeking a Director of Rooms Secretary to manage administrative tasks within the Rooms Division. The ideal candidate will have a Bachelor's degree in Hotel Management and at least 3 years of experience in guest service. Responsibilities include document management, audit preparation, and communication with various departments to ensure smooth operations.

Qualifications

• At least 3 years of experience in Reception or Guest Service.
• Proficient in English communication, both written and spoken.
• Pleasant personality with strong interpersonal skills.

Responsibilities

• Manage the Rooms Division filing system and ensure timely document handling.
• Prepare monthly Profit & Loss reports and organize documents for audits.
• Assist the Director of Rooms with administrative tasks and interdepartmental coordination.

Skills

Interpersonal Skills

Communication

Organization

Education

Bachelor’s degree in Hotel Management

Job description

Job Description

PRIMARY RESPONSIBILITIES:

Administration

• Filing & Records: The Director of Rooms Secretary is responsible for managing the Rooms Division filing system. She must know where to find and classify documents quickly, understand and respect the established system, and propose improvements. She will ensure no documents are lost and that all are filed timely and correctly in designated locations.

Scheduled Paper Work

• Ensure all scheduled paperwork, such as schedules, training lists, and project documents, are prepared by the deadlines. Keep track of deadlines and follow up efficiently with relevant departments.

Audit Preparation

• Organize documents for audits, verify figures, and ensure procedures are followed. Report issues to the Director of Rooms.

P&L Meeting Preparation

• Prepare monthly Profit & Loss reports for the Rooms Division, including relevant documents and figures for review.

Organization

• Maintain an organized and tidy office environment, adhering to established standards.

Papers Follow Up

• Manage the routing of papers within the division, collect and organize documents regularly, and handle copying as instructed.

Training and Human Resources

• Report internal issues promptly, promote a discrimination-free workplace, handle complaints confidentially, and foster respect among staff and guests.

Technical Responsibilities

• Coordinator Of Communication: Attend meetings, take minutes, book meeting rooms, and provide information on division issues.

Director Of Rooms Assistance

• Assist with administrative tasks, organize schedules, remind about appointments, handle calls, and manage pending follow-ups.

Communication Line

• Ensure timely and accurate communication of information to the Director of Rooms.

Interdepartmental Coordination

• Act as a spokesperson for the Director of Rooms when liaising with other departments.

Confidentiality & Privacy

• Maintain confidentiality of all division information.

Security Issues

• Know procedures related to fire safety and emergency schedules.

Others

• Engage in continuous learning and perform any additional duties as assigned.

Accountabilities

• Represent Dusit’s brand, uphold its values, and deliver exceptional guest experiences.

Company’s Culture

• Embrace and promote the company’s vision, mission, and values, leading by example.

Confidentiality

• Ensure the confidentiality and secure storage of all sensitive information, adhering to company policies.

Job Requirements

• Bachelor’s degree in Hotel Management or relevant field.
• At least 3 years of experience in Reception or Guest Service.
• Proficient in English communication, both written and spoken.
• Pleasant personality with strong interpersonal skills.