Job Description

Specific Accountabilities​

• Coordinates and distributes work orders to technical staff whenever required Day-to-day secretarial work including typing, filing, telexes, faxes, telephones, etc.​
• Ensures distribution of documents, letters, telexes, faxes, memos, and information etc. on timely basis.​
• Arranges internal and external appointments.​

1. Administration & Regional Support​

Document Translation: Translate incoming mail, documents, and articles as required.​

Record Keeping: Ensure the safekeeping and proper filing of all contracts, financial records,

energy reports, and other critical documentation.​

Regional Files: Assist in maintaining regional files and follow up on monthly reporting from

other hotels within the region.​

Office Supervision: Oversee the usage of stationery and the photocopy machine within the

engineering department.​

Executive Assistance: Assist in handling administrative matters related to the duties of the

Regional Director of Engineering as requested.​

2. Inventory & Storekeeping​

Storage Optimization: Ensure all merchandise and materials are stored under optimal

conditions and are ready for distribution.​

Receiving: Verify the quantities of all arriving materials against delivery documents.​

Inventory Control: Maintain a complete inventory system utilizing identifying labels that include

item number, name, issue unit, and minimum/maximum stock levels.​

Issuing Goods: Ensure all items issued from stores are backed by properly completed

storeroom requisitions, ensuring code numbers are clear and the "issued by" section is signed.​Logging: Record each requisition before providing a copy to the recipient and updating the

logs.​

Re-order Verification: Physically verify stock levels for items at their re-order point before

submitting the list to the Director of Engineering (DE) or their delegate.​

Financial Reporting: Prepare monthly store inventory reports adhering strictly to established

storekeeping accounting rules.​

3. People Management & Compliance​

Attendance Tracking: Prepare monthly staff attendance records as needed.​

Schedule Adherence: Ensure punctual attendance and strict adherence to duty schedules by

all subordinate staff.​

Grooming Standards: Ensure personal grooming and hygiene standards are met, conducting

morning spot checks as necessary.​

Policy Enforcement: Guarantee hotel rules, regulations, and house rules are fully followed,

actively preventing policy infringements including, but not limited to:​

Sleeping while on duty.​

Arriving late at the start of a shift or departing early at the end of a shift.​

Neglecting or failing to follow up on guest complaints.​

Failing to adhere to hotel grooming standards.​

​Responsible Business​

• Be aware of the duty of care and adhere to IHG's various workplace health and safety related policies and procedures.​
• Be familiar with property safety, first-aid and fire and emergency procedures and operate equipment safely and sensibly.​
• Complies with hotel's Health, Safety & Hygiene Policy.​
• Ensures that all storage areas are clean and maintain high standards of hygiene.​
• Perform other duties as assigned by superiors.