Secretary to Director of RoomsFilled

Job Description

PRIMARY RESPONSIBILITIES:

Administration

Filing & Records: The Director of Rooms Secretary is the captain of the Rooms Division filing. She must know by heart where to find and classify any document to be able to find it back very quickly.

1. She needs to understand and respect perfectly the system established. She will be dynamic to bring initiatives to the Director of Rooms to facilitate the work or to improve the organizational system.
2. She will ensure that no document is lost and that the Director of Rooms has on hand all required documents as per system established.
3. She will ensure that all documents are filed on time, at the right place, and with the standard established. The locations of the documents are: Director of Rooms Office and Director of Rooms Secretary Desk.

Scheduled Paper Work

1. She will ensure that all scheduled paperwork is ready for the defined date. She will keep records of the deadlines and efficiently chase the Director of Rooms and Rooms Division Department. The papers concerned include schedules, training name lists, special projects, and concepts.

Audit Preparation Issues

1. She will ensure that all documents are properly organized in the accurate file, that the figures are correct, and ready to be checked by the Director of Rooms on a daily and/or monthly basis. She will be very involved in all audit issues documents and will ensure that the Rooms Division administration procedures established are respected by all Departments. She will report to the Director of Rooms if she finds any problem.

P&L Meeting Preparation

1. The Director of Rooms Secretary will prepare the “Profit & Loss Meeting” for the Rooms Division monthly as per Dusit Standard, with all documents and figures for the Director of Rooms to study and make her comments.

Organization

1. The Director of Rooms Secretary will be very organized in her/his work and will keep her/his office clean, tidy, and strictly following the organizational standards established.

Papers Follow Up

1. The Rooms Division is a big “Paper Factory” and the Director of Rooms Secretary is responsible for routing each of them to the right place. She will pick up at the beginning and at the end of her shift, plus every two hours minimum during the day, all papers from the Rooms Division and Director of Rooms pigeon holes. She will then organize them and put all documents concerning the Director of Rooms on her desk. She will route them strictly as per instructed by the Director of Rooms and will make the copies accurately when required.

Training and Human Resources

1. When the Director of Rooms Secretary is aware of internal problems, which may be fixed, she has to let the Director of Rooms know right away to ensure that all eventual problems are fixed on time and kept under control.
2. Ensure wherever possible that employees are provided with a workplace free of discrimination, harassment, and victimization.
3. Treat complaints of harassment and discrimination promptly and confidentially.
4. Treat customers and colleagues from all cultural groups with respect and sensitivity.
5. Identify and deal with issues that may cause cross-cultural conflict or misunderstanding.

Technical Responsibilities
Coordinator Of The Communication

1. Meetings / Committees: The Director of Rooms Secretary will attend the required meetings organized by the Director of Rooms. She will take note of all details and comments made during those meetings and will report them carefully in the “minutes.” These “Minutes” will be controlled and approved by the Director of Rooms before being issued.
2. Bookings: The Director of Rooms Secretary will book in advance the meeting rooms required for meetings and committees and will ensure that everything is ready for the time of meetings or trainings.
3. Center Of Information: The Director of Rooms Secretary must be well aware of the Rooms Division Issues and their status. She is able to give some information when required to the Rooms Division staff regarding non-confidential and official issues.

Director Of Rooms Assistance

1. The Director of Rooms Secretary will assist the Director of Rooms in all administrative tasks to make his/her work more efficient. She will handle typing and formatting work on the computer when required and will be flexible to receive instructions upon the priority of the moment.
2. She will organize the schedule of the Director of Rooms in advance and remind him to ensure that he does not miss an appointment or meeting and has time to prepare it.
3. She will also remind him of pending matters that he is supposed to follow up (as per his instruction or minutes). She will keep a pending list to be able to do an accurate follow-up on time.
4. She will answer first all outside calls addressed to the Director of Rooms, taking the name, company, and position systematically, and will announce the call if the Director of Rooms is available. If he is not available, the Director of Rooms Secretary will take all details (for internal & external calls) of the message and the contact number. She will advise the Director of Rooms as soon as possible.

Communication Line

1. She will ensure perfect communication to the Director of Rooms of all information received. The Director of Rooms will be the first informed in the shortest time possible of any information received.

Interdepartmental Coordination

1. The Director of Rooms Secretary will act as the spokesperson for the Director of Rooms when instructed to follow some documents or issues with other departments of the hotel.

Confidentiality & Privacy

1. She will ensure that all information received or heard within the division of the Director of Rooms is kept confidential to maintain privacy.

Security Issues

1. The Director of Rooms Secretary has to know her duties & responsibilities in the event of a fire. Her key task is to collect the updated Rooms Division Schedule.

Others

1. Continuous learning through her own IDP.
2. Any other duties as may be assigned by the superior.

Accountabilities

1. Represents Dusit’s brand and its values at all times. We will establish relationships foremost and deliver an exceptional guest experience and promote Thai graciousness.

Company’s Culture

1. Communicate and fully embrace the Company’s culture (our Vision, our Mission, and our Values), lead by example, and cascade to all your subordinates – “Proud to belong and to contribute.”

CONFIDENTIALITY

1. Ensure confidentiality and secure storage of all intellectual property and databases, both hard copy and electronic. Adhere to Dusit Internet and E-mail policy. Ensure Hotel, Customer, and Staff information or transactions are kept confidential during or after employment with the company.

JOB REQUIREMENT

1. Minimum education of Bachelor degree in Hotel Management or relevant degree.
2. Minimum of 3 years in Reception or Guest Service experience.
3. Good English communication skills, both written and spoken.
4. Pleasant personality with good communication and interpersonal skills.