
Executive Office Coordinator
3 weeks ago
**Company Description**
Contemporary, relaxed and imaginative. Be it a leisurely family break or romantic escape, AVANI Hotels & Resorts provides the right space for guests who value the details that matter.
- Provide administrative support to Executive Office Department
- Set up filing system and update index of files and form regularly
- Keep records of travel expense and update travel schedule
- Process cash advance and expense claims for the Executives and team
- Update leave record and travel schedule for team
- Update KPI report for team
- Coordinate and monitor all appointments, meetings to ensure that the schedule is logged, traced and remind all concerned
- Prepare appropriate file, folder, and information for each meeting
- Devise and maintain office system including data management, filing, etc.
- Handling the incoming calls and information, obtaining all relevant information and passing on to appropriate personnel
- Dispatch the mailings with appropriate contents, letters, envelopes, etc.
- Maintain an adequate inventory of office supplies
- Organize meetings, including scheduling, arranging conference rooms, sending reminders, and organizing catering when necessary.
- Professionally greet and receive guests and clients.
- Manage and coordinate travel and accommodation arrangements, prepare itineraries, book hotels, and arrange transportation both domestic and international routes for entire department.
- Prepare monthly / quarterly PowerPoint presentations for Executive Office.
**Qualifications**
- A minimum of 3-5 years' experience in admin role ideally in hospitality or similar environment.
- Excellent time management skills and ability to multi-task and prioritize work.
- Effective and professional communication abilities.
- Professional writing capabilities, including being able to communicate with employees, vendors, and clients or guests.
- Great customer service and interpersonal skills.
- Strong organizational and planning skills
- Proficiency in MS Office.
- Construction and Project Management background would be an advantage
- Experience of purchasing systems such as Oracle would be an advantage
- Proficient English communication
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