Job Description

Summary

Come and join us in our journey as we care for people so they can be their best! We believe that being your best is about being your true self - engaged, fulfilled and ready to take on the world.

Hyatt Place Kuala Lumpur, Bukit Jalil - marks the first Hyatt Place hotel in Malaysia. Located in Bukit Jalil, an affluent suburb located within the southern corridor of Kuala Lumpur, the hotel features 250 guestrooms, a three-meal restaurant, large Ballroom, 4 meeting rooms and flexible event space, Rooftop restaurant, a fitness centre, and a sky pool.

We are currently looking for an Administrative Assistant to join us as we continue to embark this exciting journey with the hotel. This position reports to the Hotel and General Manager. This position is exclusively available to individuals with Malaysian citizenship only.

Administration

• Routes all incoming and outgoing mail as well as correspondences related to the general administration.
• Ensures that administrative inventory items i.e. office supplies, are stored properly and utilized accordingly to minimize wastage and spoilage.
• Maintains stationery Items, par stock items, to be included as inventory items, re-order points, item listing, and Unit of Measure through the use of Scala.
• Answers and routes incoming telephone calls.
• Schedules appointments for the General Manager.
• Ensures that the strictest confidentiality is maintained in dealings with all work-related matters.
• Attends and prepares meeting minutes as and when required.
• Ensures that an efficient and accurate filing system, both manually as well as electronically is maintained at all times.
• Handles day-to-day correspondences on behalf of the General Manager where applicable.
• Prepares reports, letters, memorandums, fax, etc. as assigned by the General Manager whilst ensuring the strictest levels of confidentiality at all times.
• Mails, faxes, and forwards documents as required by the General Manager.
• Maintains item records and forms as required by the corporate management and policies.
• Maintains office organization and maintenance whilst ensuring that all contracts and financial documents are safeguarded.

Customer Service

• Handles all guest and internal customer complaints and inquiries in a courteous and efficient manner, following through to ensure problems are resolved satisfactorily.
• Maintains positive guest and colleague interactions with good working relationships.
• Providing services that are above and beyond for customer satisfaction and retention.
• Managing day-to-day operations, ensuring the quality, standards and meets the expectations of the customers on a daily basis.
• Attends meetings and communicates with executive and peers as an effort to improve quality of service.

Providing Documentation and Reporting Support

• Assists managers in preparation of various reports and presentations.
• Assists with the design and preparation of statistical reports as needed.
• Attends, transcribes and distributes minutes, and participate in staff meetings, executive committee meeting and department meetings as needed.
• Makes new files, maintains existing files.
• Maintains giveaway/donation files and assists in making reservations.
• Provides administrative support to manager/s and department.

Responsibilities include but not limited to:

• Assisting the General Manager and Hotel Manager with administrative tasks while maintaining strict confidentiality.
• Answering all incoming calls to the Executive Office.
• Managing calendars, travel schedules/itineraries and appointments as required.
• Responsible for generating specific Executive reports as assigned by the General Manager and Hotel Manager.
• Organizing and administering non-disclosure agreements and other documents.
• Corresponding with guests, VIPs, and World of Hyatt members with their inquiries and requests from pre-arrival or during the stay.
• Handling VIP reservations, welcome amenities, and scheduling meet and greets as required.
• Maintaining positive relationships with all guests/clients.
• Updating guest profile notes and traces for future arrivals of returning guests.
• Maintaining a complete knowledge at all times of:
• All hotel features/services, hours of operation.
• All room types, numbers, layout, d\xc3\xa9cor, appointments and location.
• All room rates, special packages and promotions.
• World of Hyatt (Loyalty program).
• Delivering superior guest service to guests that contact the Executive office, either in-person or by phone, and ensuring appropriate follow up and resolution to all inquiries and concerns.
• Attending meetings to take minutes and distribute as needed.
• Receiving and reading daily mail, paying special attention to items requiring immediate attention. Prepare outgoing mail and special mailings as assigned.
• Maintaining and organizing all files and records up to date.
• Managing projects and conducting research.
• Preparing and editing correspondences, reports, and presentations.
• Assisting Operations teams with variety of ad hoc projects.
• Gatekeeper for all incoming and outgoing gift certificates on trade outs and barters.
• May be required to assist other administrative staff in the performance of their duties from time to time.

Financial

• Have an adequate knowledge of all Hyatt SOP\xe2\x80\x99s (Standard operating procedures) and Hotel\xe2\x80\x99s LSOPs and all related Hyatt Corporate policies related to the credit and income audit.
• Audit compliance to LSOP by other departments.
• Balance daily City Ledger with Income audit.
• Approve issuance of credit as required by the Hotel credit policy daily.
• Ensure bills are mailed within 48 hours in adherence to the SOP and credit policy and that they are well presented and completed.
• Follow up on all outstanding accounts and maintain proper follow up documents and maintain a history log.
• Inform top management of any non-compliance matters on the LSOPs.
• Work with the Hotel Manager in reference to Credit and write off issues.
• Follow up on group billing and adjust were needed.
• Prepare the monthly aging report and discuss with the Hotel Manager.
• Reconcile all receivable related accounts monthly to include city ledger, guest ledger, allowance for doubtful accounts and other accounts as requested by the Hotel Manager.
• Establish an effective cross training program within the department.
• Perform policy compliance audits on Food & Beverage checks, complimentary rooms, cash reconciliations, rebates and refunds.
• Perform daily Gross Revenue Report in the accounting system including but not limited to Food & Beverage covers and revenue allocation.
• Reconcile Credit Card postings and ensure the bank payments are posted in a timely manner in the Property Management System

Other Duties

• Ensures that the place of work and surrounding area is kept clean and organized at all times.
• Performs opening and closing procedures established for the place of work as assigned.
• Works closely with other employees in a supportive and flexible manner, focusing on the overall success of the hotel and the satisfaction of hotel guests.
• Works in a supportive and flexible manner with other departments, in a spirit of \xe2\x80\x9cWe work through Teams\xe2\x80\x9d.
• Be entirely flexible and adaptable to rotate within the different departments.
• Be fully conversant with all services and facilities offered by the hotel.
• Be fully conversant with all duties of the secretary and ensure that in the absence of the other Secretaries, provide coverage of duties as required.
• Is knowledgeable in statutory legislation in employee and industrial relations.
• Understands and strictly adheres to Rules and Regulations established in the Employee Handbook and the Hotel\xe2\x80\x99s policies concerning fire, hygiene, and health and safety.
• Ensures high standards of personal presentation and grooming.
• Responds to changes in the Administration function as dictated by the industry, company and hotel.
• Attends training sessions and meetings as and when required.
• Carries out any other reasonable duties and responsibilities as assigned.

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