JOB SUMMARY
Provides organizational, work closely and administrative support to departments to ensure a smooth and efficient running of Administration Operations including carry out the secretarial duties for Resort Manager.
Follows all company policies and procedures, ensures uniform and personal appearance are clean and professional, maintains confidentiality of proprietary information, and protects company assets.
Work closely with Operation Team and make sure that following the company’s policies and procedures are utilized and in place all the time.
JOB SPECIFIC TASKS
- Process incoming and outgoing mail. Enters and retrieves work-related information from computer databases to update records and files. Creates and maintains both computer-based and paper-based filing systems for records, reports, and documents. Compiles, copies, sorts, and files records of departmental activities and business transactions. Regularly updates the filing system and ensures that all files are kept in an orderly manner. All cabinets must be locked at the end of each day to maintain confidentiality.
- Transmit information or documents using a computer, mail, or fax machine. Prepares letters, memos, and other documents using e-mail, word processing, spreadsheet, database, or presentation software.
- Communicate with others using clear and professional language, accurately prepare and review written documents, and answers telephones using appropriate etiquette.
- Develop and maintain positive working relationships with others, supports teams to reach common goals, and listens and responds appropriately to the concerns of others, including protecting the privacy and security of others.
- Ensure uniforms and personal appearance are clean, hygienic, professional and in compliance with company policies and procedures
- Protect company tools, equipment, machines, and other assets in accordance with company policies and procedures.
- Plan and coordinate administrative procedures and systems and devises ways to streamline processes
- Coordinate with the Operations Team and Finance Department Heads to ensure the purchasing and payment process are in progress and within the timeline.
- Prepare monthly expenses and petty cash reports for the Bangkok Empire Place Operations. As well as complete period-end closing procedures and reports as specified. And maintain accurate electronic spreadsheets for financial and accounting data.
- Coordinate with Department Heads and Vendors to ensure all Service Contract renewals for the Bangkok Empire Place Operations are completed on time.
- Access computerized financial information to answer general questions as well as those related to specific accounts.
- Assist other associates to ensure proper coverage and prompt guest service.
- Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.
- Support the operational department and provide guidance to managers.
- Support all associates and treat them with dignity and respect.
- Report work-related to accidents, or other injuries immediately upon occurrence to the manager/supervisor.
- Make all travel arrangements for management and associates traveling by business via Tickets Anywhere or Trailfinders, if Tickets Anywhere do not offer competitive rates.
- Perform any special duties or projects assigned by Management from time to time.
- Coordinate with Local Authorities for the renewal of the company’s Land and Building Tax.
- Coordinate with Local Authorities for the renewal of the company’s Business License.
- Work closely with the Condo Juristic Person to manage all administrative requirements between the company and the Condo Juristic Person.
- Coordinate with the Condo Juristic Person regarding the Annual General Meeting, including preparing all necessary documents, consulting with the legal team and arranging the power of attorney when required.
- Coordinate with Local Consult (Legal Team) for all necessary requirements.
- Working closely with the Leadership Team to make sure all collateral and printing align with company brand standards.
- Taking the lead and working closely with HRBP to make sure all company activities are running smoothly.
- Coordinate with the Leadership Team for tracking of Associates’ training hours and record.
- Work closely with the Leadership Team to control the controllable cost of each department and monitor the update of reserve projects.
- Taking the lead for the record and report of WTG for all associates and follow up with corporate team when needed.
- Performs other reasonable job duties as requested by management. Management reserves the right to change or amend this job description at its sole discretion and without advance notice or employee approval or it can be reviewed during appraisal period.
CRITICAL COMPETENCIES
Analytical Skills
- Computer Skills & Microsoft Office
- Learning
- Decision-Making
Interpersonal Skills
- Customer Service Orientation
- Interpersonal Skills
- Teamwork
- Diversity Relations
Communications
- Listening
- English Language Proficiency
- Communication
- Telephone Etiquette Skills
- Applied Reading
- Writing
Personal Attributes
- Dependability
- Integrity
- Stress Tolerance
- Positive Demeanor
- Presentation
- Adaptability/Flexibility
Organization
- Detail Orientation
- Multi-Tasking
- Time Management
- Planning and Organizing
General Administration
Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.
