PA to General Manager - SOFITEL

Sofitel Al Hamra Beach Resort

• Excellent knowledge of word processing.
• Responsible for the preparation of office correspondence using appropriate format as set by the company regarding fonts logos etc.
• Receives opens and sorts all incoming business mail and arranges for the mailing of outgoing office mail for the GM and HM.
• Handles all office correspondence and information with discretion and confidentiality.
• Maintaining and updating a conventional office filing system which provides for easy access to data requests.
• To maintain an electronic filing system on his/her assigned PCs hard disc.
• To keep meeting minutes when required.
• Answering screening and transferring phone calls for the GM and HM.
• Schedules appointments for the GM and HM and keeps them informed and updated.
• Receives screens and welcomes office visitors in a courteous professional manner at all times maintaining standards of hospitality established by their rank.
• Sees to the proper handling use and maintenance of office equipment and supplies.
• Coordinates for cleanliness and maintenance in his/her own area as well as in the GMs and HMs offices.
• Maintains an orderly and organised space.
• Acts as liaison and coordinator between the GMs and HMs offices and other departments and department heads.
• Maintains a professional and friendly relationship and approach with his/her counterpart in the owning company.
• Handles and arranges travelling issues for the GM and HM.
• Will be responsible for the Duty Managers log book followup.
• Collects necessary information for the planning and preparation of the Duty Managers roster/schedule.
• In coordination with the GM plans and prepares the Duty Managers monthly roster/schedule and keeps the GM updated on changes and corrections.
• Collects necessary information in order to establish a weekly attendance forecast of the Executive Committee members and Department Heads A and B for the GMs overview and keeps the GM updated on changes.
• Receives information from the Director of Rooms in order to prepare the GMs welcome letter for Club Millesime and Suites guests.
• Ensures proper distribution of information from the GMs office to all concerned and vice versa.
• Keeps the GM informed on routine matters relevant to the operation of the hotel.
• During the GMs absence he/she prepares a daily summary of major happenings in order to update the GM upon arrival or upon request.
• Ensures correct flow of information by becoming familiar with the organizational chart and company hierarchy.