Administrative Assistant

CANDIDATE PROFILE

Preferred Education And Experience

• High school diploma
• 2 years experiences in a guest services, front desk, or related Sales area OR
• 2 years degree from an accredited university in Hotel management, Hospitality business Administration, or related major

Related Work Experience

• At least 1 Year of related work experience

Supervisory Experience

• No supervisory experience is required

JOB SPECIFIC TASKS

Data entry

• Referral Input: input referral lead in goldmine with full required information, distribute hard copy to ME and collect back, set alarm for duplicate referral.
• Update record: when receiving additional information, i.e. country, address, telephone number, update the details in goldmine.
• Update referral status: opt out, no contact information, not qualified, Language problem, etc.
• New contract update: input new owner in goldmine as well as update existing record who becomes owners. Other assignment by Supervisor/Manager

Reservation

• Including checking availability, make tentative reservation, update reservation, confirm reservation, amend reservation as well as cancel reservation.
• Reservation processes are related to different system, include Marsha, OTM, Goldmine and Excel sheet
• Recheck reservation 2 days before arrival

Administration

• Confirmation letter: Send confirmation letter with all information to guests who confirm their reservation.
• Daily Production: Update number of production by ME, source code, room type, tour period, etc.
• Office Supplies: maintain the stock levels of Stock office supplies

Unconfirmed booking

• Check unconfirmed bookings (below 7 days and over 7 days)
• Follow up with ME and set time for ME to confirm the reservation by settle date and time.
• Monitor booking status, if booking is confirmed, then follow confirmation process but if booking is not confirmed, then release bookings.

Tour Coordinator

• Check tour log with owner referral tour report (excel).
• Print out tour log and distribute to reception as well as notify concerned department (owner referral and preview package).
• Print OTM weekly tour report.
• Check tour information in OTM against Owner referral tour report (excel).
• Update information in Owner referral tour report (excel).

Welcome folder

• Print reservation detail from MARSHA.
• Print confirmation letter.
• Put printed information in folder and distribute to Assigned ME.

Transportation

• Check arrival and departure
• Distribute arrival and departure to concerned departments.
• Prepare weekly transportation report for accounting.

Payment Processing

Charge of owner referral package (including extra night charge, surcharge, upgrade fee, etc):

• Check charging details of each day
• Process online charge
• Send report to accounting
• Send a receipt to guests via email (after accounting prepares the receipt for sending)

Singapore package

• Check owner details
• Verify referral history (check if the referral has toured)
• Process reservation according to reservation process
• Distribute copy to ME for follow up and confirm.

Safety and Security

• company and department safety and security policies and procedures to ensure a clean, safe, and secure environment.

Policies and Procedures

• Maintain confidentiality of proprietary materials and information.
• Protect the privacy and security of guests and coworkers.
• Follow company and department policies and procedures.
• Ensure personal appearance is clean, hygienic, professional and in compliance with company policies and procedures

Communication

• Discuss work topics, activated, or problems with coworkers, supervisor, or manager discreetly and quietly, avoiding public areas of the property.
• Exchange information with other employees using electronic devices (e.g. mobile phones and email).
• Speak to guests and co-workers using clear, appropriate and professional language.
• Provide assistance to coworks, ensuring they understand their tasks.

Physical Tasks

• Enter and locate work-related information using computers and/or point of sale systems.
• Move, lift, carry, push, pull, and place objects weighing less than or equal to 4.5 kilograms without assistance.

Competencies, Basic Skills, Personal Characteristics

Personal Attributes

• Integrity
• Dependability
• Positive Demeanor
• Presentation
• Stress Tolerance
• Adaptability
• Good hospitality skills; superior guest service and salesmanship

Interpersonal Skills

• Interpersonal Skills
• Interpersonal Skills
• Customer Service Orientation
• Diversity Relations
• Team Work
• Influence

Communications

• English Language Proficiency
• Communication skills, both verbal and written
• Listening
• Exceptional telephone skills
• Applied Reading
• Pubic speaking skills preferred but not mandatory
• Form, Report and Log Completion

Analytical Skills

• Learning
• Computer Skills

Organization

• Detail orientation

Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.