Summary

Main Duties

Administration

.Provides administrative support to Division Head and ensures the implementation of hotel policies, standards, and procedures as they apply to the administrative functions.

.Locates and attaches appropriate file correspondence to be answered by Division Head.

.Types, files, and upkeeps all private and confidential matters related to the department.

.Sets up a systematic and efficient filing system, both for hardcopies as well as all electronic data, that enables quick retrieval.

.Ensures all files are kept up-to-date at all times.

.Prepares the relevant materials for all meetings attended by the Division Head: Daily Operations Meeting, Executive Committee Meetings, Departmental Meetings and ad hoc meetings.

.Answers telephone and gives information to callers or routes call to appropriate official and places outgoing calls.

.Makes copies of correspondence or other printed matters.

.Types, takes dictation and minutes, draft letters, files and traces and composes correspondence.

.Monitors and maintains the proper appearance of the Division's office area.

.Maintains organised files.

.Reads and routes incoming mail and outgoing correspondences.

.Handles outgoing mails by courier.

.Ensures travel authorisation forms are fully completed and signed by the respective executive before handing over to the Director of Finance for signature.

.Takes note of the dates of travel and records all details in the Travel Insurance Book and 3 days prior to departure of employee, requests employee to collect insurance card except EXCOS and expatriates.

.Prepares submission of medical claims to insurance company once a month.

.Submits Director of Human Resources expense claim to General Manager for approval.

.Handles monthly requisition of stationeries/general and dry goods stores.

Customer Service

.Greets visitors, ascertains nature of business, and directs visitors to employer or appropriate person.

.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.

Financial

.Focuses attention in improving productivity levels and the need to prudently manage utility/payroll costs within acceptable guidelines ensuring optimum deployment and energy efficiency of all equipment.

.Ensures new technology and equipment are embraced, improving productivity whilst taking work out of the system.

Personnel

.Supports the implementation of The People Philosophy, demonstrating and reinforcing Hyatt's Values and Culture Characteristics.

Other Duties

.Understands and strictly adheres to Rules and Regulations established in the Employee Handbook and the hotel's policies concerning fire, hygiene, health and safety.

.Exercises responsible behaviour at all times and positively representing the hotel and Hyatt International

.Ensures high standards of personal presentation and grooming.

.Responds to changes in the Human Resources 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.

Human Resources Coordinator