Job Description

Job Purpose

• To provide administrative and general support to the department to ensure the seamless implementation and consistent delivery of services provided by the department to all clients and stakeholders.

Key Performance Arears

• Verify information on Block request forms, check availability and create block in the system
• Setting up of allotments as per enquiry form re dates, rates etc. including required background information
• Check and amend blocks when required and pulling of confirmation letters
• Requests for Rates to be opened if closed
• Facilitate block changes - including overbooking process
• Complete the daily SREV123 and Deposit Reports pulled and distribute to relevant stakeholders and Ops team
• Block Changes - including overbooking process
• Calculate, monitor and follow-up on cancellation fees and late reduction of rooms.
• Assist with inputting of names for groups
• Supply PM account numbers to the Op's team
• Provide administrative support in the Reservations office (including responding to e-mails, mail and telephone)
• Allocate and reconcile supplier invoices correctly and resolve all queries
• Monitor staff leave as per department norms and company policy.
• Capture staff rostering into the system and distribution and communication of rostering schedules
• Order stationery, paper and other consumables (as per company procedures), ensuring availability on demand.
• Develop a filing system (including records and reports) that enables others in the department to be able to access required documents
• Store confidential documents for safe keeping
• Troubleshoot and resolve first line queries and issues with guests and other stakeholders.
• Coordinate the flow of paper and electronic documents to the appropriate parties
• Complete reports / minutes/ presentations / departmental documents and distribute to relevant parties
• Follow through on outstanding issues and action lists from minutes
• Liaise with travel service providers to co-ordinate travel, car and accommodation arrangements
• Send out meeting invitations in advance (within reasonable time period to accommodate delegates).
• Complete and distribute agenda and minutes timeously
• Book meeting venues according to meeting requirements - number of people, equipment, times, access to floor, accessibility, refreshments, and time frames.

Education

• Grade 12
• Secretarial Diploma is an advantage

Experience

• A minimum of 2 years administrative / secretarial functions

Skills and Knowledge

• Planning and co-ordination
• Handling information / following instructions
• Clerical Administrative functions
• Problem-Solving
• Checking / attention to detail
• Writing formal correspondence
• Take initiative
• Customer service orientation
• Relationship building
• Conformance to Internal Standards
• Sun International Structure and Channels
• Reservations Procedures
• Communication skills - written and verbal
• Computer Literacy (MS Office / Kronos / ORS)
• IFS (Purchase requisitions)
• Professionalism and Image

Equity

• Preference will be given to employees from the designated groups in line with the provisions of the Employment Equity Act, No. 55 of 1998, SISA internal recruitment policy as well as units employment equity plans.

POPI Statement

• Please note that when applying for any position, reference checks will be completed and personal information as defined in the Protection of Personal Information Act 4 of 2013 will be processed. In applying for this position, applicants will be deemed to have consented to such processing as defined in the included Privacy Statement.
• Please also note that if you have not been contacted within 1 month after the closing date of this advertisement, please accept that your application has been unsuccessful.

Skills Required