Administrator - Front Office - Jumeirah Creekside

United Arab Emirates

Job Description

About Jumeirah & the Hotel:

At Jumeirah, we are committed to encouraging and developing our colleagues in world class environments. We value diversity and provide equal opportunities, employing over 14,000 colleagues from over 140 different countries including locations in Asia Pacific, CIS, Central Asia, Western and Eastern Europe, South America, Africa and the Middle East.

We want you to do well from the beginning, so we’ll give you every chance to impress during the recruitment process. We promise our colleagues a warm welcome and will help you feel part of our Jumeirah family from day one. You can rely on us to support you as you settle into your journey with us and make Jumeirah ‘Your Place to Shine’.

Jumeirah Creekside is a contemporary lifestyle hotel located 2km from Dubai International Airport in the heart of old Dubai. Set in landscaped grounds overlooking Dubai Creek, the hotel offers 292 rooms and suites, 21 meeting rooms, four restaurants, an award-winning spa and access to sports and leisure complex, The Aviation Club. Designed from the outset to connect the hotel to the region’s vibrant arts and cultural heritage, Jumeirah Creekside Hotel houses one of Dubai’s largest art collections – a specially commissioned collection of 482 pieces by 52 artists with roots from the Middle East. Rooted in the cultural and cosmopolitan essence of Dubai, the property combines comfort and unrivalled connectivity with true Arabian hospitality for the ultimate business and leisure experience.

JOB PURPOSE

Responsible for executing day-to-day administrative tasks within your department. Primary duties will include managing administrative tasks such as record keeping, scheduling appointments, managing databases, responding to enquiries, coordinating and communicating with other departments, third party vendors, suppliers, and colleagues as deemed necessary.

About the Job:

An exciting opportunity has arisen for an experienced Front Office Administrator to join the team in Jumeirah Creekside.

Your key responsibilities will include:

• To provide, maintain, and follow-up quality services of all administrative job responsibilities for the entire Rooms Division.
• Maintains the privacy of all guests by ensuring that we follow the General Data Protection Regulation (GDPR).
• Follow the PCI (Payment Card Industry) policy and procedure.
• Follow FRAUD PREVENTION policy and procedure.
• Prepare documents and reports as required.
• Handle confidential matters/information with the appropriate level of sensitivity.
• Assist the Rooms Division manager in day-to-day operational matters concerning the Rooms department.
• Schedule operational meetings; organize a venue and send meeting requests.
• Assist the RDM with all Excel/Word/PowerPoint charts and presentations.
• Maintain and update colleague files.
• Maintain and update records of attendance, vacation, etc.
• Assist RDM in Rooms related projects.
• Maintain and update Guest correspondence file.
• Ensure that all matters relating to L&D for training nominations/schedules/monthly training reports are handled most efficiently.
• Purchase requests, raise the requests, maintain the files and follow up on pending requests.
• To liaise with Human Resources relating to all matters of Rooms.
• Maintain the CSI rating chart and update it every month.
• Ensure that all guests visiting the Business Centre are attended by all colleagues in a courteous and professional manner following the company standards.
• Assist guests with all Business Centre functions.
• Assist with the administration of the business centre.
• In charge of Rooms Divisions Teamsite on Mercury.
• Initiates and coordinate purchase requisition of entire Rooms Division when required.
• To follow-up and ensure that all the purchase requisition will be delivered by the supplier on time.
• To prepare Capital Expenditures for various projects of Rooms Division.
• Prepare Rooms Division Monthly meeting agenda and minutes of the meeting.
• To coordinate and reply back to all the lost and found items of the guest and when found send it to TNT courier.
• To prepare Colleagues Recognition Programs for Rooms Division colleagues.
• To prepare thank you letters for staff, welcome packs for new arrivals, etc.
• To raise New Hire and status change for colleagues.
• To prepare business correspondence, such as late charges, refunds, apology letters.
• To prepare advisory notes for in-house guests.
• To check daily the incoming mail box and attend to the requests required promptly.
• To give assistance and work support to RDM on a daily basis.
• Ensure all colleagues are fully conversant with the Business Centre services and facilities.
• Ensure that a full range of business-related information and reading materials are available for guests, including newspapers and magazines.
• Be proactive and assist in carrying out the services requested by guests as well as colleagues.
• Ensure that all official forms currently in use are updated and controlled according to Jumeirah standards.
• Accurately record and charge all services and transactions rendered in the correct invoice provided.
• Ensure that all charges for the day are recorded on the proper handover summary and traffic sheets and are handed over to the Accounting Department/Night Auditor at the end of the evening shift.
• Maintain and follow up on the Conference Room/Meeting Room reservations ensuring the necessary requirements/requests are met.
• Coordinate with Room Service and Audiovisual department to arrange guest requirements.
• Liaise with the Technicians in maintaining electronic equipment.
• Liaise with Housekeeping in maintaining cleanliness in the working area.
• Request office items by adhering to the department’s budget.
• Fully understand and apply the company’s mission and vision statement on a day-to-day operation.
• Keep the Business Centre clean, organized and free of unauthorized persons, ensuring that Business Centre staff is present at all times.
• Carry out all Courier transactions.
• Receive and relay telefax transmissions quickly and accurately.

About You:

• Well versed in spoken and written English, assertive communication style.
• Able to communicate effectively and respond well to questions and requests.
• Well groomed/presented.
• Enthusiastic and eager.
• Portrays self-confidence.

Qualifications:

• Secondary Education.
• PMS – Opera.
• Time Management.
• Handle stress well.
• Multi-skilled and able to multi-task.

DESIRED:

• Additional Language: Arabic, Russian, Chinese or European language.

Experience:

• 2 years front desk experience in a 5-star Hotel.

About Benefits:

We offer an attractive tax-free salary, paid in Dirhams (AED), the local currency of the UAE. In addition, we offer reduced hotel rates across our properties globally, an excellent care package, flights home, accommodation, health insurance, and up to 50% discount off Jumeirah F&B Outlets.