Housekeeping Office Administrator

Job description

At Sheraton, we go above and beyond in everything we do. We are inspired by our guests and one another – and are driven to make things better. We love what we do, and we give it all we've got – on property and off. When guests stay with us, it's not just a room with a bed that they're buying. It's an experience. We're looking for someone who is ready to go beyond in everything they do. If you are someone with a genuine drive to improve your life and the lives of those around you, we encourage you to explore careers with Sheraton.

Desired profile

Qualifications :

JOB SUMMARY

To assist the Head Housekeeper in the smooth running of the day to day operation. To be responsible for the Associate room allocation, the general administration within the housekeeping department and to manage all incoming calls. To ensure staffing needs are met at all times.

CANDIDATE PROFILE

Skills and Knowledge

· Excellent communication skills (verbal, listening, writing, telephone)

· Excellent administration skills

· Knowledge of Opera preferred

· Take ownership/ initiative

· Pro-active and reliable

· Able to work independent and within a team

· Flexible approach to work schedule

· To be polite and courteous in dealing with people (guests and colleagues)

· To be able to work without close supervision.

· To be able to work calmly under pressure

· Previous housekeeping supervisory experience is an advantage.

Education or Certification

· Good level of English essential

CORE WORK ACTIVITIES

The following are specific responsibilities and contributions critical to the successful performance of the position:

· Report for work ensuring appearance and presentation meets the required standard. (grooming standards)

· Report to the Housekeeping office at your appointed start time and sign in.

· Prepare the Room Attendant allocation lists as per the assigned room quota.

· Distribute room allocation lists, phones and keys to the housekeeping associates and ensure signing procedures are adhered to.

· Prepare ‘VIP' list, ‘traces' list and ‘special request' list for the Executive Housekeeper, Head Housekeeper, Senior Housekeeping Supervisors and Housekeeping Supervisors.

· Man the housekeeping office and answer all incoming calls within 3 rings.

· Ensure frequent communication with the Front Office Room Controller in regards to room allocation, departures, priority rooms and out of service/ out of order rooms.

· Ensure Discrepancy Reports are completed and checked daily.

·  Receive information from Front Office regarding guests, such as expected arrivals, VIP, early arrivals, moves, group arrivals and any special requests. Inform the Floor Housekeeper concerned so that they can take the appropriate action

· Ensure due-out information is passed on to front office on a daily base, no later than 12.00noon.

· Ensure staffing needs are met at all times. Schedule associates/ agency staff as per business and shift requirements and contact staffing agencies in advance if additional staff is needed.

· Prepare the weekly staffing rota's for all housekeeping associates by no later then Tuesday 3.30PM and present these to the Assistant Executive Housekeeper for review. Inform the Head Housekeeper and Executive Housekeeper of any foreseen operational challenges.

· Manage the timesheet administration and present the weekly timesheets to the Executive Housekeeper for approval, after which they need to be send to the staffing agencies.

·  Handling all lost property, receiving, logging, storing and dispatching
·  Co-ordinate with other departments to solve any operational problems
·  Report to Engineering when a fault occurs and to make sure repairs are carried out

· Review, and code all incoming invoices for review and signature by the Executive Housekeeper. Inform the Executive Housekeeper of any discrepancies.

· Assist the Head Housekeeper in the accrual administration and help ensure deadlines set by the finance department are met.

· Complete Purchasing requisitions for the week by no later than Tuesday 12noon, based on current stock information given by the Head Porter.

· Prepare purchase orders; to be signed by the Executive Housekeeper, and in his/her absence the Head Housekeeper.

·  Communicate with French Polisher, Window Cleaner, Carpet Cleaner for all work orders and outstanding orders

· Maintain a professional working relationship with outside vendors, suppliers and contractors at all times.

· Record attendance and take minutes of departmental meetings.

·  Maintain effective communication within the Department and ensure that the

Executive Housekeeper is kept well informed of any problems/queries that may arise.

·  To be fully conversant with the staff inductions

· In case of fire and bomb emergencies assist in evacuating associates and guests to the designated assembly points.

· Comply with Health, Safety and Hygiene policies and procedures. Report any deficiencies to the Head Housekeeper.

· Inform the Head Housekeeper of any associate accidents.

· Comply with set standards of behaviour and discipline within the department.

· Actively participate in departmental meetings and/ or trainings, such as COSSH training.

· Perform related duties in housekeeping and related departments and special projects as assigned.

· Comply with the hotel and departmental Fire Evacuation procedures.

· Comply with the hotel and departmental environmental procedures.

OTHER

· Performs other related tasks as assigned by management.

·  Complies with Marriott International Hotels Limited, Regional Office and local policies and procedures.
·  Working hours as required to do your job but normally not less than 40 hours per week. Marriott International is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. Marriott International does not discriminate on the basis of disability, veteran status or any other basis protected under federal, state or local laws.