We are looking for a Personal Assistant to the Hotel Manager. You will play a pivotal role in performing a variety of administrative support services which contribute to the efficient and professional running of the operations. 

Job Responsibilities:

Administration Support

1. Handle all secretarial work for the office of Hotel Manager.
2. Answer telephone calls and take messages for the Hotel Manager.
3. Maintain and update electronically business contacts of the Hotel Manager.
4. Monitor Hotel Manager's emails for any urgent action required.
5. Respond and sort Hotel Manager emails in his/her absence.
6. Handle and distribute incoming and outgoing mail and packages and liaise with couriers where need be.
7. Consolidate operational reports and information.
8. Prepare presentations and reports as requested.
9. Collate information and provide to the Hotel Manager as and when requested.
10. Organise travel and business trips.
11. Operate and maintain standard office equipment other than computers such as telephone, photocopier and electronic peripherals.
12. Liaise between external and internal guests, Corporate Office, PPHG properties and owning companies. 

Correspondence

1. Review documents to be signed by Hotel Manager.
2. Reply promptly to all correspondence.
3. Prepare and manage correspondence, reports and documents.
4. Create and maintain filing and organisation systems for records, reports, documents, etc.
5. Prepare letters, memos, and other documents.
6. Document and communicate all guest requests/feedback to appropriate personnel.
7. Coordinate and follow-up with departments on daily issues, monthly reports and requisitions etc.
8. Coordinate investigation on guest feedback.
9. Refer routing matters to appropriate parties for action and follow up.
   
   

Meetings Organisation

1. Maintain organised and appropriate diary management of the Hotel Manager.
2. Maintain schedules and calendars of the Hotel Manager.
3. Schedule meetings contacting participants, organising meeting venues, arranging refreshments and equipment as requested.  
4. Attend meetings as requested.
5. Take and distribute meetings and walkarounds minutes to appropriate individuals.
6. Organise and co-ordinate with all EXCOs/HODs/Leaders various meetings.
7. Prepare agendas for meetings.
8. Print documents in advance for all meetings involving the Hotel Manager.

Personnel

1. Prepare and submit expense claims and leave requests of the Hotel Manager.
2. Schedule interviews with candidates for and on behalf of Hotel Manager.
3. Prepare and coordinate new starter induction and orientation plans.

Confidentiality

1. Maintain confidential records for the Hotel Manager and use available information to prepare confidential correspondence relating to personnel and other sensitive matters within the Executive Office.
2. Handle confidential, complex and sensitive correspondences, reports, forms and/or specialized documents from drafts, notes, or brief instructions. 
3. Act with discretion and maintain a high level of professional business confidentiality at all times.

Others

1. Maintain highest standard of professionalism, ethics and attitude towards hotel guests, clients and other associates.
2. Adhere to Hotel's grooming standards.
3. Perform related duties and special projects as assigned.

• Minimum 2 years of working experience in a similar role in the hospitality industry.
• Minimum Diploma qualification preferred.
• Sound knowledge of Microsoft Office applications.
• Self-motivated and proactive.
• High levels of flexibility and adaptability.
• Ability to multi-task.
• Strong communicator. 

Please write in with your detailed resume and email us at careers.ppsin@panpacific.com

*We regret to inform that only shortlisted candidates will be notified.