Operations Admin Assistant

Filinvest Hospitality Corporation; Muntinlupa; On-site; PHP 335,000 - 670,000; Full time

Job summary

Filinvest Hospitality Corporation in Metro Manila seeks an Operations Admin Assistant to provide administrative and operational support to the FVP of Hotel and Restaurant Operations and the F&B and Rooms teams across managed properties. You will coordinate, document, report, and assist with records management to ensure timely execution of activities.

The role involves cross-functional coordination with property teams, implementing operational standards and systems, and supporting system

Qualifications

• Bachelor's Degree in Business Administration, Hospitality Management, or related field.
• Experience in hotel, restaurant, or multi-property operations is an advantage.
• Worked in an Admin position in a corporate environment.

Responsibilities

• Provide administrative and operational support to the FVP of Hotel and Restaurant Operations and the F&B and Rooms Operations teams across managed properties.
• Coordinate meetings, prepare minutes, and document reports for operations teams.
• Assist in managing purchase requisitions, inventory, cash advances, reimbursements, and expense reports.
• Monitor Brand Standards, Policies and Procedures and ensure dissemination and documentation.
• Prepare business case presentations and operational reports, and provide meeting support as required.
• Prepare correspondence and maintain filing and records management.

Skills

Fluent English and Filipino

Strong communication

Organization & coordination

Project management

Multitasking

Detail-oriented

Team collaboration

Self-motivated

Stakeholder management

Education

Bachelor's Degree in Business Administration / Hospitality Management / Operations

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Business Central

LS Central

Job description

The Operations Admin Assistant provides administrative and operational support to the FVP of Hotel and Restaurant Operations and the F&B and Rooms Operations teams across managed properties. The role is responsible for coordination, documentation, reporting, meeting support, records management, system-related assistance, and monitoring operational requirements to ensure timely and efficient execution of departmental activities.

The position also supports cross-functional coordination with property teams and other departments and assists in implementing operational standards, systems, and initiatives for both F&B and Rooms operations.

Scope and Responsibilities:

Administration, Files, and Records Management

• Assist in managing purchase requisitions and inventory requirements for operational projects and activities for both F&B and Rooms Operations, as assigned by the FVP of Hotel and Restaurant Operations.
• Administer cash advance requests, reimbursements, and expense reports for both F&B and Rooms Operations and coordinate with Finance and Operations teams as necessary.
• Provide administrative and personal assistance to the FVP of Hotel and Restaurant Operations and administrative support to the F&B and Rooms Operations teams.
• Monitor and track Brand Standards, Policies and Procedures (P&Ps), and memoranda released by the Operations team, ensuring proper dissemination, compliance, and documentation.
• Prepare and document minutes of meetings organized by the Hotel and Restaurant Operations Department and other meetings assigned by the FVP and department heads.
• Prepare business case presentations, operational reports, and related materials, and provide presentation and meeting support when required.
• Prepare letters, memoranda, Policies and Procedures (P&Ps), and other official correspondence assigned by the FVP and department heads, ensuring proper filing and records management.

Reports

• Assist in preparing monthly Operations Reports, Sales Reports, and other reports required by the Operations Department as assigned by the FVP of Hotel and Restaurant Operations and Department Heads.
• Ensure timely preparation and submission of reports by coordinating closely with property leaders and team members.
• Communicate regularly with Operations Leaders to ensure all reporting requirements are completed on schedule.

Brand Standards and Procedures Maintenance

• Assist in monitoring all Policies and Procedures (P&Ps), memoranda, and Brand Standards distributed to existing properties.
• Provide copies of operational standards and documentation for new hotel openings.
• Update and maintain the department's document library whenever new resources are released.

Property System Implementation and Sustenance

• Assist in creating and maintaining POS buttons, menu items, modifiers, and related settings through Business Central, coordinating with concerned teams for proper implementation.
• Coordinate with property teams regarding system requirements, enhancements, issues, and implementation activities for both F&B and Rooms operations.
• Act as a project team member or project lead, as assigned, for system implementation projects across managed properties.
• Assist in implementing and standardizing operational systems, including:
• Recipe Management Systems
• LS Central
• Business Central
• Other operational systems used by managed properties
• Provide system support and user training during implementation, transition, and stabilization phases.
• Monitor system data accuracy and integrity, perform data extraction, and prepare reports and analyses for Operations Leadership.
• Develop and maintain user guides, process documentation, and Standard Operating Procedures (SOPs) related to property systems.
• Coordinate implementation activities among Corporate Operations, Property Teams, IT, Finance, and other concerned departments to ensure timely completion of initiatives.

Quality Assurance Monitoring

• Assist F&B and Rooms teams in completing and documenting quality audits and related compliance requirements.
• Monitor compliance with operational standards, policies, and procedures across managed properties.
• Support the tracking, documentation, and follow-through of audit findings and corrective action plans.

Competencies and Skills Required

• Proficient in oral and written Filipino and English communication.
• Strong communication and interpersonal skills.
• Proficient in Microsoft Word, Excel, and PowerPoint.
• Basic knowledge of Business Central and LS Central systems.
• Strong organizational, coordination, and project management skills.
• Ability to manage multiple priorities and meet deadlines.
• Detail-oriented with strong documentation, reporting, and records management skills.
• Ability to support system implementation, process improvement, and operational standardization initiatives.
• Self-motivated, results-oriented, and capable of working both independently and collaboratively.
• Strong stakeholder management skills and ability to work effectively with property teams, management, IT, Finance, and external suppliers.

Qualifications:

• Bachelor's Degree in Business Administration, Hospitality Management, Hotel and Restaurant Management, Operations Management, Information Systems, or a related field.
• Experience in hotel, restaurant, or multi-property operations is an advantage.
• Worked in an Admin position in a corporate environment.