Retail Administrator

To ensure a smooth and efficient operation in the Retail department in
relation to the company core process; thus directly impacting on the delivery
of the experience. The position carries out all the departmental admin duties
including but not limited to; scheduling and holiday requests coordination for
all front line colleagues, payroll input, assisting the department management
with ad-hoc tasks, assists in monthly and quarterly stock takes, input
merchandise specific product codes, cost and selling prices into FOH and BOH
IT systems. Coordinates departmental training and fills out training records
as well as keeping all departmental filing up to date.
Job Scope
* Handling and responding/processing incoming calls and correspondence
* Drafting letters, e-mails and standard reports and presentations many of which will be based on standard templates
* Organizing meetings, briefings and department internal events including invitations, room bookings, catering requests
* Taking and distributing meeting minutes
* Raising purchase requests and subsequently following up on approvals, delivery and payment
* Keeping the relevant stationary stock for the department and handling stationary requisitions as required
* Handling any filing required in the department and ensuring the necessary documents and records are updated and filed correctly
* Processing various departmental forms including leave requests, expense reimbursements, business travel authorizations
* Updating any regular trackers, excel sheets or reports
* Raising service requests for maintenance required in the department
* Updating any timekeeping/attendance records as required (not including actual scheduling and approvals of overtime etc.)
* Any other admin work as required by the department
* Accounting daily photo waste forms
* Assist in barcode printing
* When needed creating new EATEC codes
* Assisting in quarterly stock takes
* Managing Sales Associate work schedule
* Prepare a weekly report on plus and minus hours
* Ensuring that the departmental key performance indicators (KPI) goal for guest satisfaction and mystery shopper scores are met consistently
* Achieving the departmental per cap
* Ensures that merchandise outlets, sales-carts and photo booths / revenue partners always meet the highest standards of cleanliness, presentation and visual display
* Approving schedules and leave requests
* Maintaining health and safety standards
* Any other tasks that may be required from time to time to perform other duties to meet the needs of the business
* Submit a monthly cost center report to Finance at Payroll cut-off
* Monthly execution of training schedule
* Managing sick leave forms and logbook
* Managing documents for Head of Department (HOD) signature
* Daily update on the office notice boards
* Monitoring of appraisal due dates
* Lost and Found distribution
As an ideal candidate, you will need to have:
Essential:
* Higher secondary or equivalent
* ‎1 year experience in similar role
* Good command of English language, both verbal and written
* Familiarity with MS Word/ Excel and PowerPoint software programs
* Good time management skills
* Excellent communication skills
* Excellent organization skills
* High level of attention to details
Desirable:
* Basic Secretarial Courses, Administrative Training/certification would be an advantage
* Previous Admin Support experience in theme park experience or hotel setting
* Another language would be an advantage
* Ability to develop relationships and communicate with all levels of management
* Ability to maintain effective working relationship with team members and managers
* Knowledge of MAXIMO, ORACLE, IG, EATEC, LMS software systems applications