Housekeeping Manager cum Executive Assistant to the Founder
ADMAF
Total years of experience :14 years, 4 Months
Housekeeping tasks:
- plan and coordinate the activities of all housekeeping and property staff
- coordinate inspection or inspect assigned areas to ensure standards are met
- apply human resource management skills, such as hiring, training, scheduling and evaluating mid year and annual performance
- complete financial management tasks, such as setting and adhering to a budget
- ordering cleaning equipment, linen and room supplies
- maintain par stock of rooms supplies, cleaning supplies, linen and staff uniforms
- checking for faults or damage and coordinate with the maintenance team for maintaining/repairing AC, plumbing, electrical, furniture, decorations, appliances, replacements of damaged items
- orchestration and coordination with F&B and kitchen department of fine dining experiences for parties and events
- coordination with external contractors for pest control, water tank cleaning, maintaining the landscapes (gardens, plants, flowers, grass and tree trimming), pool cleaning
- making sure all staff work to health and safety rules
Executive Assistant tasks:
- arranging meeting rooms for entertainments, social activities or meetings as requested
- handling correspondence from the founder’s office (printing memos, organizing files, taking and answering messages)
- making travelling arrangements, visa, transportation, accommodation, medical insurance
- booking personal appointments and managing the calendar of appointments and meetings
- completing expense reports and keeping trace of invoices and payments to external contractors
Achievements:
-implemented the “On Job Training” program for the housekeeping staff, which increased their ability to meet the required standards
-implemented new SOPs for cleaning procedures which improved the cleanliness of the premises
-implemented duty shifts which increased the level of happiness among all staff
-implemented the reward and recognition program (employee of the month, annual staff outing, holiday bonus)
Housekeeping tasks:
- establish and/or implement operating policies, procedures and standards
- plan and coordinate the activities of the housekeeping staff
- managing the housekeeping teams for day-to-day activities
- apply human resource management skills, such as hiring, training, scheduling and evaluating mid year and annual performance
- complete financial management tasks, such as setting and adhering to a budget
- ordering cleaning equipment, linen and room supplies, maintain par stock of cleaning supplies
- checking for faults or damage and coordinate with the Engineering team for maintaining/repairing AC, plumbing, electrical, landscapes, pools, replacements of damaged items
- overseeing employees in charge of security and parking services in coordination with Security department
- overseeing meetings, catering and events in coordination with F&B department
Property Manager tasks for the rented offices:
Legal day-to-day operations for the rented offices, such as:
- drafting lease management, lease contracts, amendments
- registration of new lease contracts to Municipality
Regular day-to-day financial tasks in relation with the rented offices, such as:
- forecasting and budgeting the annual revenue for the rented offices
- follow up for payments and/or utilities
- preparing and sending statement of account when needed
- preparing invoices (chilled water, electricity) and receipts as needed
- preparing cheques payment for suppliers and collecting cheques payment from the offices
- supervising the bank statements and preparing general cashier reports and payment vouchers
- posting all financial data in SunSystem account software
Achievements:
-reduced the annual costs for cleaning supplies, saving 19% of total allocated budget
-increased the employee’s satisfaction survey from 50% to 90% satisfaction and engagement towards Rotana
-two employees were promoted to higher positions
-reduced the turnover employees’ rate from 80% to 10%
Main activities and responsibilities
- briefing and updating the CVP on all affairs relevant to the operations of the hotels.
- support the CVP to manage any workload and activities.
- being a link between CVP and all the General Managers in all Rotana Hotels and facilitating communication.
- monitor, respond to and redirect the CVP general emails and phone calls as appropriate.
- identify, anticipate and prepare all requirements of the CVP for meetings, appointments, presentations and follow ups.
- review memos and reports, conduct researches, create presentations and prepare monthly statistical reports (e.g. Market Metrix, Revinate).
- assist with the coordination of all hotels pre-opening projects (e.g. the Generic Requirements - Operating Equipment, FF&E reviews).
- act as Office Manager by keeping up with all the office supplies inventory.
- act as Personal Assistant by organizing business travels, transportation, visa, accommodation, medical insurance
Main activities and responsibilities
- organize manager’s calendar and meetings
- organize manager’s business travels (arrange transportation and accommodation)
- screen manager’s e-mails, reply accordingly and establish priorities
- maintain the general filing system and file all correspondence
- assist in the planning and preparation of meetings, conferences and telephone calls
- prepare for HODs and committee meetings and taking minutes of the meetings
- maintain an adequate inventory of office supplies
- respond to public inquiries and hotel guests complains through Guest Satisfaction Survey
- provide word-processing, excel reports and power point presentations
- type confidential documents on a word-processing system (letters, memo, action plans)
- prepare, assemble and distribute various reports and documents
- receive and screen all incoming telephone calls, provide and receive information or refer the matters to the appropriate person to handle
- follow-up with the Department Heads and their assistants for their pending tasks on a daily basis
- establish and maintain various filing / records / database of business contacts, trace pending items and follow up as appropriate
- function as an administrative link to ensure that all parties receive the relevant information respectively
- comply with the hotel environmental, health and safety policies and procedures
Main activities and responsibilities
- Providing professional support and legal advice to the CEO upon requirement.
- Ensuring that legal documents and other contractual documents are effectively drafted, reviewed, interpreted, and vetted.
- Taking decisive actions on various legal matters and assessing contentious and uncontroversial issues.
- Verifying if the sales team is maintaining a high quality level of service.
- Reporting to the CEO regarding all the developments, strategies and results.
- Verifying if the marketing strategy of the products is duly implemented and all the tasks related to it are executed by the staff.
- Performing a wide variety of typing assignments; operates personal computer to compose, edit, revise and print letters, memos, reports, and other materials.
- Participating in weekly meetings with the CEO to discuss ongoing activities, issues of concern, and ways of proficiency improvement.
- Recruiting and staffing. Employee orientation, development, and training.
- Employee relations, safety, welfare, wellness and health, services and counseling.
- Compensation and benefits administration.
- Development of the Human Resources department.
- Development of an employee-oriented company culture that emphasizes quality, continuous improvement, and high performance.
Main activities and responsibilities:
- Delivering friendly customer service by providing timely and accurate kind of service to the general public on all forms of request, complaints and inquiries.
- Responding to requests for data and information.
- Drafting and editing legal documents.
- Assisting in meeting goals of customer service by identifying specific client needs.
- Indexing various types of documents for proper recording.
- Maintaining security and confidentiality of department records.
- Maintain accurate document indexing.
- Engaging and assisting the general public with courtesy and tact.
- Preparing and formatting memos, correspondence, and other legal credentials.
- Drafting independently standard routine pleadings, correspondence, and other documents.
- Maintaining superior public relations with business associates and clients.
- Scheduling appointments and meetings for the Public Notary.
- Assisting in scheduling of seminars, industry dinners or luncheons, and other functions as requested.
- Establishing effective and harmonious work relationships with the office staff, legal community and general public.
- Interpreting pertinent codes, rules, laws, ordinances, policies, guidelines and procedures.
Dates: 1997-2001 Title of qualification awarded: Bachelor of Applied Modern Languages - American English Principal subjects/occupational skills: Professional communication, specialized translation and terminology. Name and type of organisation: Faculty of Foreign Languages and Literatures - University of Bucharest, Romania