GENERAL MISSION
- To ensure the efficient administration of the Executive Office.
- To assist directly the General Manager in his responsibilities.
RESPONSIBILITIES AND MEANS
- Ensures that the day to day administrative needs are fulfilled.
- Be responsible for rendering secretarial and clerical services for the General Manager.
- Keeps all information confidential.
TECHNICAL RESPONSIBILITIES
- Inputs in the computer specific data when requested.
- Handles telephone incoming/outgoing calls.
- Arranges appointments for, and reminds of appointments and meetings.
- Keep files in good order.
- Handle different kind of bookings for owning companies
- Be in charge of expatriate contract follow-up including IMS, renewal, local language translation.
- Duty arrangements for department heads.
- Operation smile donnation register.
- Maintain proper communication including follow up with owning company, shareholders and Accor office.
- Assisting AAPC office’s employees for entry visa to Vietnam.
- Coordinate & arranging airline tickets & accomodation, visa for GM and department heads trips.
- Be responsible for the good order/cleanliness of own work area and equipment.
- Monitors the casual staff requisitions of departments.
- Follows up with approval of casual staff orders submitted by department heads and sends these orders to the supplier in most proper ways.
- Coordinates with the supplier in effective manner to make sure all casual staff fully attends the operations in terms of working schedule, quantity as required in the casual staff orders.
- Ensures casual staff strictly follows grooming standards, working regulations and hotel rules.
- Handles complaints and proposes solutions for problems concerning to employment of casual staff in daily operations.
- Ensures the accuracy of casual staff attendance record. Prepares monthly payment report and other reports as required by hotel management.
COMMERCIAL RESPONSIBILITIES
- Handles suppliers when requested.
ADMINISTRATIVE RESPONSIBILITIES
- Records and transcribes minutes of meetings.
- Drafts routine or simple correspondence as assigned.
- Typing correspondence, memorandums, circulars, reports etc
- Opens/dispatches mail relative to the division.
- Maintains office supplies.
- Performs special duties in relation with the division when requested.
HUMAN RESOURCE RESPONSIBILITIES
- Handles human relation duties for employees.
- Sees that employee’s complaints, needs are passed on to the General Manager.
- Conducts oriented training programs of Accor Group for employees in a regular basis.
REPLACEMENT AND TEMPORARY MISSION
- Performs other related duties and special projects as directed by the General Manager.