Operations Administrator - London, United Kingdom - Marriott Vacations Worldwide
Description
The Operations Administrator has a key role onsite ensuring everyday compliance within operations and facilities.
They will work in an office environment supporting the Director of Operations and all Heads of Department with administrative tasks ensuring all tasks, jobs and projects are completed in an efficient and timely manner.
CRITICAL TASKS
Specific Administration Tasks
Liaise with Heads of Departments to order supplies, uniforms, other miscellaneous supplies, tools and update stock lists as needed, ensuring goods are received.
Maintain purchase orders log and file purchase orders upon payment, ensuring that orders match packing slips.
Mark stock items using identification tags, stamps, electric marking tools, or other labeling equipment.
Determine proper storage methods, identification, and stock location based on turnover, environmental factors, and physical capabilities of facilities.
Create and maintain filing systems and dispatch / close work orders.
Ensure internal phone list is up to date and communicate updates to site as/when required.
Create and type office correspondence using computer and replying to correspondence.
Assist with completion of security audits plus coordinate the audits of other departments.
Assist Food & Beverage and Housekeeping Departments with stock take, ensuring stock sheets are up to date.
To attend any training sessions as and when required.
To work with departmental colleagues on any projects or ad-hoc tasks as allocated by the Manager.
Maintain filing system, confidentiality and security of associate and property records, files, and information i.e., uniform, locker, key request forms.
Guest Relations
Assist the Front Office and Concierge departments with telephone calls during busy times. Communicate guest's requests to relevant departments as needed.
Take Room Service orders and enter into Squirrel.
Answer telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one's voice, using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call.
Provide assistance to individuals with disabilities, including assisting visually, hearing, or physically-impaired individuals within guidelines (e.g., escorting them when requested, using words to explain actions, writing directions on paper or moving objects out of the way).
Welcome and acknowledge each and every guest with a smile, eye contact, and a friendly verbal greeting, using the guest's name when possible.
Actively listen and respond positively to guest questions, concerns, and requests using brand or property specific process (e.g., LEARN, PLEASED, etc.) to resolve issues, delight, and build trust.
Tracking of key controls.
Coordinate Asgard, Squirrel and Birchstreet process.
Assist the Director of Operations and all Heads of Departments in placing Birchstreet orders.
Place guest requests in Asgard making sure that all requests are actioned on a timely manner.
Train new associates on Birchstreet and Asgard.
Health & Safety
Assist Engineers with health and safety logs and checklists.
Ensure all health and safety records are in place and action daily.
Update and post all pertinent information on H&S bulletin board for associates.
Answer phone calls, action, record and deliver messages where appropriate dispatching requests to Engineers.
Schedule and document Planned Maintenance.
Update of fire life safety documentation.
To be fully conversant with the Hotel Fire and Emergency operations.
To know and follow the Health & Safety at Work Act.
To assist Head of Security coordinate annual mandatory training for site i.e., Health & Safety, Human Trafficking and maintain up-to-date training records.
Follow all company and safety and security policies and procedures; report maintenance problems, safety hazards, accidents, or injuries; and complete safety training and certifications.
Be aware and follow company and department safety and security policies and procedures to ensure a clean, safe, and secure environment i.e., contractors, COSHH.
Communication
Talk with and listen to other associates to effectively exchange information.
Speak to Members, Guests and co-workers using clear, appropriate and professional language.
Discuss work topics, activities, or problems with coworkers, supervisors, or managers discreetly and quietly, avoiding public areas of the property.
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