Retail Administration Assistant

An administrative assistant provides the Team with administrative support, including typing, filing, answering telephones, taking messages, maintaining appointment calendar, internal customer service and other general office duties. Specifically, you will be responsible for performing the following tasks to the highest standards:

Primary responsibility is to keep an accurate and up-to-date filing system, tracing of all business, correspondence, entering and upkeep the data. 

       Also answers the telephone and directs to proper person, and, if necessary, gives knowledgeable information about the property and department.

       Co-ordinates and follows up with internal departments and liaise between all the outlets and the Retail manager. 

        Follows up on staff attendance, daily roster and all retail staff related documents for the Dept. 

           Ensure all correspondence is filed in a methodical systematic basis for future follow ups. 

       Attend meetings, record and distribute the minutes and follows up on action items if requested by the retail manager. 

        Use a diary or to-do list for daily assignment/task.

          Ensure that trace file is checked and action(ed) on a daily basis.

       Ensure all outgoing correspondence is typed, proofread and distributed or sent to the highest possible standard.

        Prepare letters, memos and other correspondences on behalf of retail manager.

         Maintain and follow up Inventory database regularly.

      Maintain stock transfer between locations and keep all records.

       Maintaining, Updating and Creating Items on system (Yellow Dog – Galaxy) 

          Raising and follow up on Internal Request for approvals (Sertifi)

       Maintaining Purchase records and Receiving Notes.

       Implement a daily follow up system and attends all trainings organized by the Hotel. 

·         Maintains a database of contacts & contracts, which may be required by the Manager

·         Primary responsibility is to keep an accurate and up-to-date filing system, tracing of all business

·         Handle telephone calls as per the hotel standard and takes messages and priorities where necessary

·         Maintain office supplies for the department

·         Report all unsafe conditions immediately

·         Attend all mandatory meetings

·         Maintain a good working relationship with other departments, employees, and guests

 

What are we looking for?

 

An Administrative Assistant serving Hilton brands is always working on behalf of our Guests and working with other Team Members. To successfully fill this role, you should maintain the attitude, behaviours, skills, and values that follow:

• Excellent verbal and written communication skills
• Excellent administration skills
• Committed to delivering a high level of customer service, both internally and externally
• Flexibility to respond to a range of different work situations.
• Ability to work under pressure.

It would be advantageous in this position for you to demonstrate the following capabilities and distinctions:

• Previous administrative experience in a fast-paced environment

What will it be like to work for Hilton?

 

Hilton is the leading global hospitality company, spanning the lodging sector from luxurious full-service hotels and resorts to extended-stay suites and mid-priced hotels. For nearly a century, Hilton has offered business and leisure travellers the finest in accommodations, service, amenities and value. Hilton is dedicated to continuing its tradition of providing exceptional guest experiences across its global brands.  Our vision “to fill the earth with the light and warmth of hospitality” unites us as a team to create remarkable hospitality experiences around the world every day.  And, our amazing Team Members are at the heart of it all!