Job Summary
| Position Title | Office Coordinator |
|---|---|
| Hiring Organization | Rixos Hotels |
| Job Location | Dubai |
| Base Salary | AED |
| Job Schedule | Full Time |
| Required Skills | Filing And Organizing Records |
| Required Experience | 2 years |
| Joining | Immediately |
| Nationality | Any |
| Languages | English |
| Category | Sales And Marketing |
Position Details
- Office Coordinator
- Answers the telephone and directs enquiries to proper person, and, if necessary, gives knowledgeable information of availability of room and function space of the hotel.
- Co ordinates and follows up with internal departments.
- Composes letters on behalf of the Director of Sales GCC.
- Ensures all correspondence is filed in a methodical systematic basis.
- Attends meetings, records and distributes the minutes and follows up on action items if requested by the Director of Sales GCC.
Responsibilities
- Maintains a database of contacts, which may be required by the Sales team.
- Use a diary or to do list for daily assignment/task.
- Ensure that trace file is checked and actioned on a daily basis.
- Handle telephones/calls as per the hotel standard and takes messages and priorities where necessary and inform the concern guest
- Ensures all outgoing correspondence is typed, proof read and distributed or sent to the highest possible standard.
- Prepares letters, memos and other correspondences on behalf of the Director of Sales GCC.
- Sets up a filing system for all relevant and important correspondence or documents.
- Sets up a commercial database according to specific sources, updates and maintains the systems accurately
- Update guest database regularly.
- Implements a daily follow up system.
- Any other duties assigned by the Dept. Head.
- Thoroughly familiarizes oneself with the Hotel s emergency procedures and is in a state of preparedness for any emergency which may occur.
- Maintains a monthly overview of vacation and public holiday balance of all his/her staff and delivers a monthly consolidated summary to the T&C Department.
- He/she is familiar with all related company documentation and especially with the relevant Operational Standards Manual for his/her field of responsibility.
- Other duties as assigned.
- Assist in Task Force Teams for new openings.
- HOW CAN YOU SUCCEED IN THIS ROLE?
- SINCERITY AND TRANSPARENCY
- Be proactive and use good judgement when dealing with challenging situations
- Act with professionalism and integrity
- Be transparent in your motives, methods and expected results
- Own mistakes and share your knowledge to prevent a repetition of the same error within your department or division
- Conduct business honestly & fairly
- Keep sensitive information confidential
- RELIABILITY AND LOYALITY
- Follow through on commitments
- Work well both autonomously and within a team
- Display a positive, approachable attitude
- Spend time getting to know your fellow employees and our guests
- Support each other; we all work within the same hotel and company
- EXCELENCE IN HOSPITALITY
- Committed to quality
- Committed to exceptional financial results
- Be responsible for the bottom line
- Committed to the Rixos Policies & procedures Guide
- STRONG QUALITY MANAGEMENT AND INNOVATION CONCEPTS
- Be committed to exceeding expectations
- Never settle for the status quo or mediocre work
- Continuously search for areas of improvement
- Provide positive, constructive feedback
Requirements
- Minimum two years experience with the same position in a 4 or 5 star hotel and high school degree.
- Must speak Fluent, Business level English.
- Managing incoming and outgoing correspondence, including emails, mail, and packages.
- Filing and organizing records, invoices, and other important documentation.
- Overseeing administrative staff, and coordinating office events.
- Strong written and verbal communication skills.
- Excellent organizational and time management skills.
- Great customer service and interpersonal skills.
- Friendly, service oriented personality.
- Keen attention to detail.
- Problem solving and basic troubleshooting skills.
- Proficiency with common word processing and spreadsheet software.
- Comfortable in a fast paced environment.
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