Main Purpose of the Job
To provide administrative and general support to the department to ensure the seamless implementation and consistent delivery of services provided by the department to all clients and stakeholders.
Core Behavioural Competencies Technical / Proficiency Competencies
Planning and co-ordination
Conformance to Internal Standards
Handling information / following instructions
Sun international Structure and Channels
Clerical Administrative functions
Food & Beverage Procedures
Problem Solving
Food & Beverage Product Knowledge
Checking / attention to detail
Communication skills – written and verbal
Writing formal correspondence
Computer Literacy (MS Office / Peoplesoft)
Take initiative
IFS (Purchase requisitions)
Customer service orientation
Professionalism and image
Relationship building
Knowledge of Kronos is an advantage
Deliverables
Office Administrative Support
Provide administrative support in the Food & Beverage office (including responding to e-mails, mail and telephone)
Allocate and reconcile supplier invoices correctly and resolve all queries
Submit expense claims to the Finance department as per company policy and procedures.
Monitor staff leave as per department norms and company policy.
Capturing of staff rostering into the system and distribution and communication of rostering schedules
Order stationery, paper and other consumables (as per company procedures), ensuring availability on demand.
Develop a filing system (including records and reports) that enables others in the department to be able to access required documents
Store confidential documents for safe keeping
Troubleshoot and resolve first line queries and issues with guests and other stakeholders.
Coordinate the flow of paper and electronic documents to the appropriate parties
Complete reports / minutes/ presentations / departmental documents and distribute to relevant parties
Follow through on outstanding issues and action lists from minutes
Liaise with travel service providers to co-ordinate travel, car and accommodation arrangements
Meeting Coordination
Send out meeting invitations in advance (within reasonable time period to accommodate delegates).
Complete and distribute agenda and minutes timeously
Book meeting venues according to meeting requirements – number of people, equipment, times, access to floor, accessibility, refreshments, and time frames.
Co-ordinate required equipment and ensure all in working order e.g. Air Conditioning, Laptop, Proxima etc.
Arrange catering in line with RSVP’s and dietary requirements of the attendees.
F&B Co-ordination
Consolidate, resolve (where possible) and monitor external customer feedback or complaints or escalate to relevant person/department.
Assist in co-ordinating restaurant reservations
Communicate and distribute Time & Attendance reports to the various outlets in the department and update accordingly in the system
Investigate and track any absenteeism / outstanding leave forms, etc.
Compile, document and follow-up on project implementation for the department
Follow-up on action lists
Develop and update a shared folder for the department with relevant and up-to-date F&B operations documentation and processes
Conduct ad-hoc projects or research as requested by the F&B Manager
Stakeholder Relationship Management
Provides relevant guidance and support to operational teams and stakeholders
Maintain relationships with service providers and business partners ensuring there is alignment on service requirements and standards
Informs department / staff of information required to perform the duties and relevant operation effectively
Communicates department’s objectives, standards and operating procedures to internal and external service providers as per SLA
Communicates any special guest requirements or events to other relevant operating departments
Provides feedback and reports back to Unit management on the performance, progress and challenges within the various business areas including F&B, housekeeping, maintenance, etc.
Job Complexity
Know How
Specialised knowledge is required for the application of practical methods and techniques
Wok is performed in line with defined procedures and processes and proficiency in the specialised use of administration materials, equipment and tools
Planning is short-term within a 3-month period and within regular activity cycles
Communicates, co-ordinates and interacts with others in the value chain to ensure seamless client experiences
Manages one’s time and resources to ensure that objectives are achieved effectively and on time.
Problem- Solving
Interprets customer requirements in terms of services available and the applicable constraints
Takes initiative in making decisions which are made within well-defined, somewhat diversified procedures and limits of authority;
Considers all the facts, options and possible outcomes prior to making decisions;
Works independently, and is orientated towards solving customer queries.
Accountability
Takes ownership of departmental requests and requirements.
Follows laid-down policies and procedures at all times, operating in line with rules, regulations, system parameters and internal controls.
Interprets customer / client requirements in terms of services available and facilitates operational processes
Refers problems falling outside parameters to the manager for resolution
Requirements
Education, experience, and competencies required.
Grade 12
Secretarial Diploma is an advantage
A minimum of 2 years administrative / secretarial functions
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