Administrator

Job description

With thousands of hotels in over 100 countries and territories, Hilton offers countless opportunities to delight. From an open door to a welcoming smile and an exceptional experience, we offer the millions of travellers who stay with us every year a welcome they will never forget. In addition to our flagship brand, Hilton Hotels & Resorts, the family of brands includes Waldorf Astoria, LXR, Conrad, Canopy, Curio Collection, DoubleTree, Hilton Garden Inn, Hampton and many others.

If you appreciate the impact global travel can have on the world, you may be just the person we are looking for to work as a Hilton Team Member. Because it’s with Hilton where we never forget the reason we're here: to delight our guests, Team Members, and owners alike.

 

The Administrator provides executive assistance and secretarial services to the Executive Chef and FB Manager. The role will coordinate activities in the Executive Office, assist other Executive Assistants and Secretaries when required. He / she will also oversee all administrative functions including proper distribution of internal and external mail, independent correspondence and up-to-date registry system - to maintain an efficient and effective Operations Office. 

The Administrator will also be responsible for marketing communication activities like the promotion of the hotel, its image, facilities and services to the general public, customers, the hotel and the community. He / she will assist in gaining positive exposure for the Hotel in the mass media and the community, as well as building a solid presence in the market by maintaining good relationship with the press and the local community.

 

What will I be doing?

As the Administrator, you will be responsible for performing the following tasks to the highest standards:

•            Arrange appointments and meetings for the Manager, record same in diary and ensure the Manager has the appropriate documentation for each appointment.

•             Attend meetings such as the department head meeting, executive committee meeting and any other when requested.

•             Take minutes of attended meetings, accurately transcribe and circulate to relevant persons as soon as possible after the meeting.

•             Receive visitors and guests. In the absence of the Manager, answer questions and concerns and follow through resolutions.

•             Arrange room and restaurant reservations for VIP guests/personnel if requested.

•             Assist with travels arrangements for business trips as required.

•             Assist the Manager in compiling guest data to be used for service quality improvement.

•             Assess priorities of work and, wherever possible, assist in organizing Manager’s priorities.

•             Answer calls in the Executive Office as required.

•             Prepare replies and take dictation of correspondence as required.

•             Assist with verbal and written translations.

•             Maintain strictest confidentiality at all times on all matters.

•             Demonstrate essential overall knowledge of the organization.

•             Understand the responsibilities of other sections and departments and cooperate with them.

•             Adhere to the hotel’s security and emergency policies and procedures.

•             Prepare and maintain files, reports, letters, memorandums and other relevant business documentation.

•             Ensure all reporting and servicing deadlines are met on a timely basis.

•             Maintain an accurate tracking system for prompt handling of issues concerned.

•             Order and maintain office supplies.

•             Abide by the team member handbook, hotel policies and procedures and hotel Code of Conduct.

•             Maintain personal presentation to hotel standards, demonstrate professional attitude and behaviour at all times.

•             Carries out any other reasonable duties and responsibilities as assigned.

•             Coordinate and implement communication plan for the hotel activities and promotions and coordinate with various revenue-earning departments in the hotel.

•             Develop good relations with the media (print, broadcast, etc.) and implement of the hotel’s publicity campaign.

•             Overall supervision of production of hotel printed materials and design projects to ensure compliance with Hilton brand standards.

•             Coordinate and implement of various hotels projects in liaison with other hotel departments and / or outside organizations / government bureaus.

•             To coordinate all activities concerning publicity in film shooting, photo shooting, interviews by local and overseas media etc.

•             To be responsible for the preparation, planning and execution of the hotel’s public relations activities.

•             Maintain update profiles of the hotel’s key personnel.

•             To coordinate the printing, design as well as adherence to the corporate guidelines for all printed materials of the hotel.

•             Supervise design projects.

•             Design and oversee production of signage, banquet posters, banners, backdrops, décor.

•             Ensure that Hilton identity guidelines are followed on creative materials (i.e. hotel brand, color, specifications).

•             Ensure jobs are scheduled properly and time management is exercised for art section to meet set deadlines for design and artworks.

•             Regularly check and update OTA channel’s information and reply.

•             The Management reserves the right to change / extend this job description if necessary, at any point of time during her / his employment.

•             Carry out any other reasonable duties and responsibilities as assigned.

What are we looking for?

An Administrator serving Hilton Brands is always working on behalf of our Guests and working with other Team Members. To successfully fill this role, you should maintain the attitude, behaviours, skills, and values that follow:

•             University Degree in related subjects preferred.

•             Minimum 3 years relevant experience, preferably in a medium to large size hotel of which must be in a similar capacity.

•             Have a good understanding of hotel operations, practices and procedures.

•             Proficiency in Microsoft Office programs like Word, Excel, PowerPoint etc. and basic knowledge of Desktop Publishing System.

•             Good language skills in English and Mandarin, both verbal and written.

•             Secretarial skills, i.e. typing, filing systems, office workflow, etc.

•             Independent correspondence skills.

•             Strong communication, good interpersonal and relationship management skills.

•             An independent individual but also a team Player who possesses high initiative, good judgement, organization and time management skills.

•             Possess creative writing skills and knowledge of Ad. / Media Planning and printing / production process.

•             and basic knowledge of Desktop Publishing System Good contacts with local press with strong multi-media network.

•             Ability to be resourceful, creative, maintain flexibility and able to work well under pressure.

 

What will it be like to work for Hilton?

Hilton is the leading global hospitality company, spanning the lodging sector from luxurious full-service hotels and resorts to extended-stay suites and mid-priced hotels. For nearly a century, Hilton has offered business and leisure travellers the finest in accommodations, service, amenities and value. Hilton is dedicated to continuing its tradition of providing exceptional guest experiences across its global brands. Our vision to fill the earth with the light and warmth of hospitality unites us as a team to create remarkable hospitality experiences around the world every day. And, our amazing Team Members are at the heart of it all!