Reports To: General Manager (GM) & Director
Key Responsibilities:
1. Supportive role to the General Manager:
- Assist with supporting and auditing various departments within the hotel group
- Assist with scheduling appointments, meetings, and coordinating travel arrangements.
- Handle confidential correspondence, prepare reports, and create presentations as directed by the GM.
- Assist with screening phone calls, inquiries, and requests, and handle them appropriately.
- Assist in preparing for key meetings, including compiling agendas and taking minutes.
2. Procurement & Administrative Management:
- Serve as the main point of contact for office-related matters.
- Assist with sourcing of general hotel supplies and operational equipment by identifying vendors, obtaining and comparing quotations, and processing purchase orders.
- Handle all incoming and outgoing mail, courier services, and general email correspondence.
- Establish and maintain an efficient physical and digital filing system for all hotel administrative documents.
3. Human Resources (HR) Support:
- Assist with the new hire onboarding process, including preparing employment contracts and collecting necessary documents.
- Maintain and update employee records, e.g., leave applications and attendance records.
- Act as a first point of contact for basic staff inquiries regarding HR administrative matters.
4. Financial & Accounts Support:
- Assist with managing and auditing expense claims for the General Manager and other department heads.
- Assist in liaising with external accountants or vendors for invoice processing and payments.
- Manage the office petty cash fund and ensure proper reconciliation.
5. Reporting & Ad-Hoc Duties:
- Assist in compiling data and preparing regular administrative or operational reports as required by management.
- Undertake any other ad-hoc tasks and responsibilities as assigned to support the hotel's operational needs.
Key Requirements & Qualifications:
- Experience: Minimum of 2-3 years of experience in a Hospitality, Finance, Business Administration, or senior administrative role. Experience in the hospitality industry, particularly with procurement or purchasing tasks, is a strong advantage.
- Skills:
- High proficiency in Hotel PMS Software is preferred. (Oracle, ABS, ESOFT)
- High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Excellent written and verbal communication skills in both English and Bahasa Malaysia.
- Fluency in Mandarin (spoken and written) to connect with guests and team members effectively is preferred.
- Exceptional organizational and time-management abilities.
- Absolute discretion and a proven ability to handle confidential information.
- Education: Minimum Diploma in Business Administration, Finance, or a related field.
What We're Looking For:
- A proactive, resourceful, and detail-oriented individual who acts without delay.
- Professional demeanor and a positive, can-do attitude.
- Strong communicator with excellent written skills.
- Strong systematic approach to building and executing SOPs with a logical and practical mindset.
- Ability to multitask and prioritize effectively in a dynamic environment.
- Reliable and accountable to maintaining high service standards.
- Passion and enjoyment of hospitality and a service-oriented mentality.
Job Type: Full-time
Pay: RM2,800.00 - RM4,200.00 per month
Benefits:
- Meal allowance
- Opportunities for promotion
- Professional development
Experience:
- Hospitality: 1 year (Preferred)
Willingness to travel:
- 50% (Preferred)
Work Location: In person