KEY ROLES & RESPONSIBILITIES

Clerical/Coordination

• Type letters, reports and any other mailing or correspondence including memos in an efficient manner, to distribute or mail, keep copies in file, type menus, recipes etc.
• Answer calls according to hotel standards
• Keep Executive Chef’s agenda updated and remind him about appointments
• Update and distribute the HACCP policies to all kitchen chefs
• Check event orders and record any non-conformance
• Key in all market list requests into the MC system and follow up with parties involved to ensure proper traceability

Quality Standards

• Analyzes the level on the Quality of Service, Market Metrix Index, Employees Satisfaction (EES), Operating Equipment, Grooming Standard, LQA standards.

Administration

• Ensures proper requisitioning and control of office supplies
• Set up and maintain files according to an established system; keep a trace file and inform the persons concerned about the due dates
• Keep file of all kitchen staff and screen their movements within the department and keep the Executive Chef informed accordingly
• Keep the Chef office’s organisation chart updated
• Monitor and file annual leave forms and forward copies to the HR department
• Ensure timely dissemination and response to all correspondence (email, fax, written)
• Ensure security and upkeep of all department confidential files

Promotions

• Upon instruction to ensure that necessary promotional arrangements are prepared
• Ensure personal awareness of the hotel’s activities and services to effectively promote the property and be responsive to customer inquiries
• Handle all appointment requests for superiors and schedule accordingly

General Duties

• Coordinate and liaise with colleagues and outside parties whenever necessary
• Interact with other departments to provide additional or specialised guest services
• Handles equipment with care and practice recycling of office materials when possible
• Ensure timely reporting and maintenance  follow up of office equipment malfunction
• Adheres to the specified hygiene and personal grooming standards of the hotel
• Maintains general cleanliness of the office

PERSONAL ATTRIBUTES

• Oral and written fluency in English
• Articulate
• Knowledge of other languages and basic understanding of local language preferred
• Motivator & self starter
• Displays initiative
• Commitment to professional values
• Willing to work long hours