Job Description

The Operations Admin Assistant provides administrative and operational support to the FVP of Hotel and Restaurant Operations and the F&B and Rooms Operations teams across managed properties. The role is responsible for coordination, documentation, reporting, meeting support, records management, system-related assistance, and monitoring operational requirements to ensure timely and efficient execution of departmental activities.

The position also supports cross-functional coordination with property teams and other departments and assists in implementing operational standards, systems, and initiatives for both F&B and Rooms operations.

Scope and Responsibilities:

Administration, Files, and Records Management

In the absence of the Operations Admin Officer, the Operations Assistant shall:

• Assist in managing purchase requisitions and inventory requirements for operational projects and activities for both F&B and Rooms Operations, as assigned by the FVP of Hotel and Restaurant Operations.
• Administer cash advance requests, reimbursements, and expense reports for both F&B and Rooms Operations and coordinate with Finance and Operations teams as necessary.
• Provide administrative and personal assistance to the FVP of Hotel and Restaurant Operations and administrative support to the F&B and Rooms Operations teams.
• Monitor and track Brand Standards, Policies and Procedures (P&Ps), and memoranda released by the Operations team, ensuring proper dissemination, compliance, and documentation.
• Prepare and document minutes of meetings organized by the Hotel and Restaurant Operations Department and other meetings assigned by the FVP and department heads.
• Prepare business case presentations, operational reports, and related materials, and provide presentation and meeting support when required.
• Prepare letters, memoranda, Policies and Procedures (P&Ps), and other official correspondence assigned by the FVP and department heads, ensuring proper filing and records management.

Reports

• Assist in preparing monthly Operations Reports, Sales Reports, and other reports required by the Operations Department as assigned by the FVP of Hotel and Restaurant Operations and Department Heads.
• Ensure timely preparation and submission of reports by coordinating closely with property leaders and team members.
• Communicate regularly with Operations Leaders to ensure all reporting requirements are completed on schedule.

Brand Standards and Procedures Maintenance

• Assist in monitoring all Policies and Procedures (P&Ps), memoranda, and Brand Standards distributed to existing properties.
• Provide copies of operational standards and documentation for new hotel openings.
• Update and maintain the department's document library whenever new resources are released.

Property System Implementation and Sustenance

• Assist in creating and maintaining POS buttons, menu items, modifiers, and related settings through Business Central, coordinating with concerned teams for proper implementation.
• Coordinate with property teams regarding system requirements, enhancements, issues, and implementation activities for both F&B and Rooms operations.
• Act as a project team member or project lead, as assigned, for system implementation projects across managed properties.
• Assist in implementing and standardizing operational systems, including:
• Recipe Management Systems
• LS Central
• Business Central
• Other operational systems used by managed properties
• Provide system support and user training during implementation, transition, and stabilization phases.
• Monitor system data accuracy and integrity, perform data extraction, and prepare reports and analyses for Operations Leadership.
• Develop and maintain user guides, process documentation, and Standard Operating Procedures (SOPs) related to property systems.
• Coordinate implementation activities among Corporate Operations, Property Teams, IT, Finance, and other concerned departments to ensure timely completion of initiatives.

Quality Assurance Monitoring

• Assist F&B and Rooms teams in completing and documenting quality audits and related compliance requirements.
• Monitor compliance with operational standards, policies, and procedures across managed properties.
• Support the tracking, documentation, and follow-through of audit findings and corrective action plans.

Competencies and Skills Required

• Proficient in oral and written Filipino and English communication.
• Strong communication and interpersonal skills.
• Proficient in Microsoft Word, Excel, and PowerPoint.
• Basic knowledge of Business Central and LS Central systems.
• Strong organizational, coordination, and project management skills.
• Ability to manage multiple priorities and meet deadlines.
• Detail-oriented with strong documentation, reporting, and records management skills.
• Ability to support system implementation, process improvement, and operational standardization initiatives.
• Self-motivated, results-oriented, and capable of working both independently and collaboratively.
• Strong stakeholder management skills and ability to work effectively with property teams, management, IT, Finance, and external suppliers.

Qualifications

• Bachelor's Degree in Business Administration, Hospitality Management, Hotel and Restaurant Management, Operations Management, Information Systems, or a related field.
• Experience in hotel, restaurant, or multi-property operations is an advantage.
• Worked in an Admin position in a corporate environment.