Secretary to DOS&M - Novotel Hotels Job Descriptions

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JOB TITLE : SECRETARY TO DOS&M

DIVISION : SALES & MARKETING

JOB CODE : S&M06

REPORTS TO : DIRECTOR OF SALES AND MARKETING

GENERAL MISSION

To handle all administration and ensure the smooth running of the department under the supervision of the Direcctor of Sales & Marketing.

RESPONSIBILITIES & MEANS

The Secretary to DOS&M performs her duties within the framework defined by the chain and hotel norms and by international regulations as specified by the Director of Sales & Marketing.

ADMINISTRATIVE RESPONSIBILITIES

Assist the DOS&M in organizing the filing system of the Division / Department / Section.

Ensure that the stock of stationery items are accounted for and well maintained.

Organize the recording system for all in-coming and out going correspondences as well as incoming telephone calls.

Handle all typing work required.

Assist in the dispatch and collection of correspondence in the hotel.

Take minutes of meetings.

Ensure the cleanliness of the office.

Handle all incoming telephone calls and take messages.

Prepare and send out facsimile messages.

Assist in the packing of materials when required. e.g. hotel brochures, sales kits, giveaway etc.

TECHNICAL RESPONSIBILITIES

Is familiar with the operation and application of the hotel's computer, typewriter, personal computer (operating the required programs), facsimile and office telephone switchboard system and all necessary computer software programs.

COMMERCIAL RESPONSIBILITIES

Able to welcome all guests at the hotel/department upon arrival and provide basic information as and when required.

Able to handle sales inquiries. (Hotel brochures, slides, sales kits and give-away)

Keeps well informed about the product (lodging, catering and other facilities)

RELATIONS

Develop and foster a good working rapport with all guests, clients, department colleagues, other  departments and members of the public.

DIRECT LIAISON

The Secretary to DOS&M is directly responsible to the Director of Sales& Marketing.

FUNCTION LIAISON

The Secretary to DOS&M maintains contacts with all other departments in the hotel.

REPLACEMENT & TEMPORARY

In her absence, a Senior Secretary in the Department/Section replaces her.

She may be call upon to undertake responsibilities outside her own area and work in other divisions in the hotel for a specific period of time.

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