Operations Coordinator

دوام كامل في Dusit Hotels and Resorts in Davao في UAE

نُشرت يوم February 1, 2025

تفاصيل الوظيفة

Job Description PRIMARY RESPONSIBILITIES:

Assist the Director of Operations in the day-to-day operation of the hotel as required.
Duties also include handling the calendar and administration assistance for the Director of Operations.
Schedule and arrange all appointments for the Director of Operations.
Prioritize all telephone calls and in-person external and internal visitors.
Assist DOO in all incoming web-site comments/inquiries.
Assist DOO to respond to all guest feedback in Trust You.
Arrange all VIP reservation requests and associated amenities when channeled.
Assist to compose correspondences for the Director of Operations, review and edit welcome letters, guest follow-up letters, internal memos, etc.
Assist the Director of Operations in his/her public service role by keeping files up-to-date for the various committees and boards he/she participates on.
Schedule all department and division heads for regular meetings with the Director of Operations.
Support internal hotel projects, tracking necessary action and updating reports as progress is made (i.e. Hotel Vision, annual budget, etc.).
Keeps the filing system up-to-date.
Maintain trace file and bring forward daily items to act on appropriate tasks.
Assist in drafting Performance Reviews for Operational Division Heads.
Handle all office administration duties such as mail, phones, photocopying, and office supplies.
Schedule Operations Department Head meetings, take and distribute minutes, and arrange/attend sub-committee meetings as required.
Make travel arrangements as required.
Assist with and support staff events as appropriate, such as leadership meetings, executive retreat, staff receptions, etc.
Assume the duties of the Administrative Assistant of the Director of Operations in his/her absence.
Monitor TrustYou and ensure that corrective actions are implemented by the relevant HODs.

Administration Filing & Records:

The Operations Coordinator is the captain of the Operations Division filing, knowing where to find and classify any document quickly.
Understand and respect the established system, bringing initiatives to the Director of Operations to facilitate work or improve the organizational system.
Ensure no document is lost and that the Director of Operations has all required documents as per the established system.
Ensure all documents are filed on time, at the right place and with the established standards.

Scheduled Paper Work

Ensure all scheduled paperwork is ready for the defined date, keeping records of deadlines and efficiently chasing the Director of Operations and Operations Division Department.
Audit Preparation Issues: Ensure all documents are properly organized in the accurate file and ready for the Director of Operations to check.

P&L Meeting Preparation

Prepare the Profit & Loss Meeting for the Operations Division monthly as per Dusit Standard with all documents and figures for the Director of Operations.

Organization

Be organized in work and maintain a clean, tidy office, following organizational standards.

Papers Follow Up

Responsible for routing papers to the right place, picking up papers from the Operations Division & Director of Operations pigeon holes, organizing them, and routing them as instructed.
Inform the Director of Operations immediately of any internal problems that may be fixed.
Ensure a workplace free of discrimination, harassment, and victimization.
Handle complaints of harassment and discrimination promptly and confidentially.
Treat customers and colleagues from all cultural groups with respect and sensitivity.

Technical Responsibilities Coordinator Of The Communication

Attend required meetings organized by the Director of Operations, taking notes and reporting them carefully in the minutes.
Book meeting rooms in advance and ensure everything is ready for meetings or trainings.
Be well aware of Operations Division Issues and their status, providing information when required.

Director Of Operations Assistance

Assist the Director of Operations in all administration tasks to make his/her work more efficient.
Organize the schedule of the Director of Operations in advance and remind him/her of appointments or meetings.
Maintain a pending list for accurate follow-up on time.
Answer outside calls addressed to the Director of Operations, taking necessary details and announcing calls if available.

Communication Line

Ensure perfect communication to the Director of Operations of all received information.

Interdepartmental Coordination

Act as the spokesperson of the Director of Operations when instructed to follow documents or issues with other departments.

Confidentiality & Privacy

Ensure all information received within the division of the Director of Operations is kept confidential.

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الشركة المعلنة عن الوظيفة

Dusit Hotels and Resorts in Davao

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