Duties and Responsibilities

• Assess the quality and effectiveness of results

• Assist assigning staffing duties, particularly for specific projects requested by the Hotel Manager

• Create the master schedule for the team

• Delegate work responsibilities fairly

• Determine cost-effective methods for completing projects

• Discuss changes in internal projects for the hotel

• Identify inefficiencies and implement ways to resolve them with the team

• Implement process enhancements to improve efficiencies

• Prioritize tasks and allocate the necessary resources to achieve them

• Provide subject matter expertise when required

• Share important project information, messages and data

• Track the team is following the standards and vision of the company

• Understand the effects of the project status on the availability of resources

• Address problems preventing projects from progressing

• Advise teams on projects and provide suggestions

Administration

1. Provide administrative support to the Managing Director to ensure the implementation of hotel policies, standards, and procedures applicable to administrative functions.

2. Locate and attach correspondence from the appropriate file to be responded to by the Area Director.

3. Write, file, and maintain all private and confidential matters related to the department.

4. Establish a systematic and efficient filing system, both for hard copies and all electronic data, allowing for quick retrieval.

5. Ensure all files are kept up to date at all times.

6. Prepare relevant materials for all meetings attended by the Division Head: daily operations meeting, executive committee meetings, etc.

7. Ensure travel authorization forms are completed and signed by the respective executive before handing them over to the Finance Director for signature.

8. Prepare informative letters to guests according to activities.

9. Maintain daily control of management mail.

10. Follow up on the General Manager's agenda.

11. Weekly coordination of General Manager's meeting control.

12. Responsible for planning Executive Committee flights and trips.

13. Prepare certificates for guests.

14. Keep track of management expenses.

15. Prepare the Ceibas and MOD Calendar.

16. Follow up on the Executive Committee Vacation Calendar.

17. Coordinate leader schedules weekly.

18. Follow up on hotel projects.

19. Maintain control of packages and mails.

20. Participate in the MOD's program.

21. Support company community and social action programs.