Executive Office, Quality & Sustainability Manager

The Executive Office Quality & Sustainability Manager is responsible for delivering prompt and high-level professional secretarial and administrative support to the Hotel Manager / Managing Director. Additionally this role involves developing implementing and maintaining quality management systems and sustainability initiatives across the organization. The role ensures that all products services and processes adhere to internal standards and comply with external regulations while also advancing the companys commitment to sustainable practices.

Executive Office

• Manages the Work Schedule of the Hotel Manager
• Co-ordinates and arranges meetings appointments and conference calls
• Books the meeting venue and arranges necessary equipment
• Sends meeting invitations via Microsoft Outlook
• Sends reminder to all attendees a day before the meetings
• Prepares the meeting notes or documents
• Takes minutes of meetings and disseminates accordingly
• Manages Correspondences Reports and Phone Calls
• Handles confidential documents ensuring they remain secure
• Manages all incoming and outgoing correspondences independently. Prepares replies for Hotel Manager / Managing Directors review.
• Manages the Hotel Manager and the hotels generic mail boxes and disseminates to the relevant colleagues for action or prepares replies for Hotel Managers review.
• Handles documents for Hotel Managers signature ensuring accurate information provided
• Ensures the weekly and monthly reports required by the Owners and Corporate offices are sent on a timely manner
• Prepares monthly expense reports for the Hotel Manager and handles the approval process. Follows up on the reimbursement to the Hotel Manager
• Schedules the roster of Manager-On-Duty amongst the Executive Committee members and Department Heads. Ensures the reports are completed by the individual after the duty necessary actions are taken and filed accordingly
• Conducts research and prepares presentations or reports as assigned by the Hotel Manager
• Updates relevant databases
• Manages accommodation arrangements and programs for overseas visitors
• Facilitates communication within the hotel as assigned by the Hotel Manager
• Receives and screens phone calls and redirects them appropriately
• Manages the Hotel Managers email communications ensuring relevant information is shared with the appropriate parties or stakeholders
• Manages overseas travels
• Co-ordinates and arranges flight bookings hotel accommodations visa applications and airport transfers.
• Ensures the class of flights booked is as per hotels policy and at the best air fares.
• Ensures the hotel accommodations are booked at the best rates.
• Compares the costs between taxi and hotel limousine for airport transfers and arranges appropriately.
• Prepares and submits the travel approval form to the Vice President Operations Middle East for approval and signature before issuance of air ticket
• Arranges travel insurance arranges Visa if required
• Arranges cash advance in the currencies of the visiting countries
• Handles on-line check-in
• Prepares a detailed travel file that of e-tickets hotel confirmations travel insurance policy trip itinerary and relevant documents
• Maintains systematic up-to-date filing or e-filing for effective and easy retrieval
• Maintains an up-to-date record of vacation and off-in-lieu days of the Executive Committee Members and Department Heads
• Monitors and follows-up on documentation to ensure appropriate timelines are met and actions completed
• Oversee and maintain the minutes of management meetings
• Monitors and ensures adequate stock of office stationery or supplies
• Ensures the office equipment is functioning effectively
• Ensures the cleanliness and appearance of the office

Quality Management

Sustainability Management

Qualifications

Remote Work : No

Employment Type : Full-time

Key Skills

Program Management, Data Collection, Environmental Services, Industrial Cleaning, Root cause Analysis, OSHA, Project Management, Team Management, EPA, Leadership Experience, EHS, Manufacturing

Experience : years

Vacancy : 1

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