Job purpose

• To provide administrative and general support to the department to ensure the seamless implementation and consistent delivery of services provided by the department to all clients and stakeholders.

Education

• Grade 12
• Secretarial Diploma is an advantage

Experience

• A minimum of 2 years administrative / secretarial functions

Requirements

Skills and Knowledge

• Planning and co-ordination
• Handling information / following instructions
• Clerical Administrative functions
• Problem-Solving
• Checking / attention to detail
• Writing formal correspondence
• Take initiative
• Customer service orientation
• Relationship building
• Conformance to Internal Standards
• Sun International Structure and Channels
• Reservations Procedures
• Communication skills – written and verbal
• Computer Literacy (MS Office / Kronos / ORS)
• IFS (Purchase requisitions)
• Professionalism and Image

Key Performance

• Verify information on Block request forms, check availability and create block in the system
• Setting up of allotments as per enquiry form re dates, rates etc. including required background information
• Check and amend blocks when required and pulling of confirmation letters
• Requests for Rates to be opened if closed
• Facilitate block changes – including overbooking process
• Complete the daily SREV123 and Deposit Reports pulled and distribute to relevant stakeholders and Ops team
• Block Changes – including overbooking process
• Calculate, monitor and follow-up on cancellation fees and late reduction of rooms.
• Assist with inputting of names for groups
• Supply PM account numbers to the Op’s team
• Aligned with Company policy and procedures
• Response time is timeous and in line with deadlines
• Departmental documents and copies can be sourced effortlessly electronically and /or manually
• Blocks and allotments are accurate, complete and up-to-date within specified deadlines
• Cancellation fees are recorded
• Provide administrative support in the Reservations office (including responding to e-mails, mail and telephone)
• Allocate and reconcile supplier invoices correctly and resolve all queries
• Monitor staff leave as per department norms and company policy.
• Capture staff rostering into the system and distribution and communication of rostering schedules
• Order stationery, paper and other consumables (as per company procedures), ensuring availability on demand.
• Develop a filing system (including records and reports) that enables others in the department to be able to access required documents
• Store confidential documents for safe keeping
• Troubleshoot and resolve first line queries and issues with guests and other stakeholders.
• Coordinate the flow of paper and electronic documents to the appropriate parties
• Complete reports / minutes/ presentations / departmental documents and distribute to relevant parties
• Follow through on outstanding issues and action lists from minutes
• Liaise with travel service providers to co-ordinate travel, car and accommodation arrangements