Administrative Assistant - Front Office ( Saudi Nationals )

Company Description

"A passion for perfection"
Swissotel Hotels & Resorts is a distinctive group of deluxe hotels where we
put the emphasis on our people. We strive to provide a motivating and
rewarding environment that attracts inspired and talented people who are
willing to bring news ideas, use & develop their knowledge to reinvent their
career path.
Swissotel Makkah description:
Swissotel Makkah is Swissotel's first hotel to open in Saudi Arabia. The hotel
offers ‎1487 elegant rooms and suites with modern design, complementing the
values of today's Arab culture.
As part of the prestigious Abraj Al Bait complex, the deluxe Swissotel Makkah
is a contemporary five-star hotel located in close proximity to the holy
Masjid Al Haraam, overlooking the Ka'aba and the Grand Mosque.
Swissotel Makkah is part of a new urban development, including two
restaurants, one executive lounge, two meeting rooms and a business centre. It
has private entrances that make it easier for pilgrims to reach Al Masjid Al
Haram.

Job Description

• Prepare and send out all correspondence from the Front Office (internal and external) in a timely fashion (‎48 hours).


• Prepare the daily payroll, process all sick benefit forms as well as all vacation requests.


• Responsible for processing employee change forms as well as circulates any other employee forms for the Front Office


• Maintain all Front Office files in an accurate and up to date manner.


• Greet all Guests in the back office as well as direct all Guest inquiries including room reservations and Guest messages.


• Answer any incoming calls to administration lines, messages and making appointments when required.


• Maintain par stock of all office supplies; process all purchase requisitions for the Front Office and Swiss Service.


• Prepare monthly G.S.I, E.O.S and SHARE updates


• Co-ordinates and oversees daily mail desk operations.


• Oversees back office for cleanliness, maintenance, security and overall functionality.


• Communicates operating deficiencies to respective Department Heads for awareness purposes.


• Handles Guest phone complaints and ensure appropriate follow-up.


• Liaison for Guest issues with Executive offices.


• Support to Front Office staff and Management team.


• Front Office liaison for Department Heads.


• Monitor and update RPS and other relevent figures on daily basis and respond and record all Gust complaints on on line platforms


• Co-ordinate the hiring process through liaison with Human Resources and setting up all stages of interview process.

Qualifications

• Proficiency in English (verbal and written), second language an asset


• Previous customer related experience preferred


• Previous PMS experience an asset


• Computer literate in Microsoft Window applications required


• Must possess a professional presentation


• Strong interpersonal and problem solving abilities


• Highly responsible & reliable


• Ability to work well under pressure in a fast paced environment


• Ability to work cohesively as part of a team


• Ability to focus attention on guest needs, remaining calm and courteous at all times