Background

The Administrative Assistant position supports organizational operations through effective coordination, communication, and documentation. This role is essential for maintaining smooth workflow across departments and ensuring the hotel operates efficiently.

Detailed Job Description – Administrative Assistant

The Administrative Assistant is responsible for a wide range of office support functions involving clerical tasks, communication management, coordination of activities, and facilitation of inter-departmental processes. The position requires strong organizational skills, attention to detail, and an ability to handle sensitive information with confidentiality.

Key duties include:

• Managing office correspondence including emails, phone calls, internal memos, and external communications to ensure timely responses and proper routing of information.
• Maintaining filing systems both electronically and physically, ensuring documents are organized, up-to-date, and easily retrievable when needed.
• Supporting department heads by scheduling meetings, preparing agendas, circulating minutes, and facilitating communication between participants.
• Preparing administrative documents such as reports, letters, presentations, and forms as required by management.
• Assisting with procurement processes including raising purchase requests, tracking deliveries, and coordinating with suppliers for documentation and follow-ups.
• Monitoring office supplies by maintaining inventory records, forecasting shortages, and coordinating replenishment to avoid operational interruptions.
• Coordinating staff movements including scheduling, leave tracking, and appointment arrangements in collaboration with the HR or departmental offices.
• Managing visitor interactions by registering guests, guiding them to appropriate departments, and maintaining a professional reception environment when required.
• Supporting hotel events, meetings, and conferences by handling administrative logistics, documentation, or communication needs.
• Following up on pending tasks, operational assignments, and departmental deadlines to ensure timely completion and efficient workflow.
• Handling sensitive information such as personnel files, contract documents, or confidential correspondence with strict discretion.
• Preparing daily, weekly, or monthly administrative updates requested by supervisors or management to support operational monitoring.
• Carrying out office housekeeping checks to ensure administrative workspaces remain organized, clean, and conducive to productivity.
• Assisting in other hospitality-related tasks when required, demonstrating flexibility and teamwork to support the wider hotel operations.

Additional Information

The Administrative Assistant role demands reliability, accuracy, professionalism, and a strong capacity for structured work, given the volume of information and coordination involved.

• Managing office correspondence including emails, phone calls, internal memos, and external communications to ensure timely responses and proper routing of information.
• Maintaining filing systems both electronically and physically, ensuring documents are organized, up-to-date, and easily retrievable when needed.
• Supporting department heads by scheduling meetings, preparing agendas, circulating minutes, and facilitating communication between participants.
• Preparing administrative documents such as reports, letters, presentations, and forms as required by management.
• Assisting with procurement processes including raising purchase requests, tracking deliveries, and coordinating with suppliers for documentation and follow-ups.
• Monitoring office supplies by maintaining inventory records, forecasting shortages, and coordinating replenishment to avoid operational interruptions.
• Coordinating staff movements including scheduling, leave tracking, and appointment arrangements in collaboration with the HR or departmental offices.
• Managing visitor interactions by registering guests, guiding them to appropriate departments, and maintaining a professional reception environment when required.
• Supporting hotel events, meetings, and conferences by handling administrative logistics, documentation, or communication needs.
• Following up on pending tasks, operational assignments, and departmental deadlines to ensure timely completion and efficient workflow.
• Handling sensitive information such as personnel files, contract documents, or confidential correspondence with strict discretion.
• Preparing daily, weekly, or monthly administrative updates requested by supervisors or management to support operational monitoring.
• Carrying out office housekeeping checks to ensure administrative workspaces remain organized, clean, and conducive to productivity.
• Assisting in other hospitality-related tasks when required, demonstrating flexibility and teamwork to support the wider hotel operations.

• Strong organizational skills
• Attention to detail
• Ability to handle sensitive information with confidentiality
• Reliability
• Accuracy
• Professionalism
• Strong capacity for structured work
• Flexibility
• Teamwork