Job Description

Job PurposeTo provide a wide range of administrative, project and general support duties of a responsible and confidential nature, including the co-ordination of accommodation reservations and logistics for VIP gaming events, and to ensure the seamless implementation and consistent delivery of services provided by the VIP Gaming department to all guests, and stakeholders, in line with Company procedures and standardsKey Performance AreasOffice Administration ManagementProvide administrative support to the VIP Gaming department (including e-mails, mail and telephone)Allocate and reconcile supplier invoices correctly and resolve all queries in the financial systemOrder stationery, paper and other office consumables (as per company procedures), ensuring availability on demandType correspondence proficiently including letters, etc.Develop a filing system (including records and reports) that enables others in the business unit to be able to access required documentsStore confidential documents for safe keepingCoordinate the flow of paper and electronic documents to the appropriate partiesPrepare internal and external communication documents and type correspondence proficiently including letters, etc.Complete reports / minutes/ presentations / departmental documents and distribute to relevant partiesPrepare, co-ordinate and distribute the monthly reports including the month-end ReportAdministration of departmental KRONOSFollow through on outstanding issues and action lists from minutes with relevant HODsPrepare the departmental budget information and record and monitor monthly expenses, escalating any variations to budgetVIP Gaming SupportHave an up-to-date understanding of facilities and products available for eventsUpdate the VIP gaming events calendar for the propertyAssist with the administration of accommodation bookings to ensure VIP customers hotel, transport and security arrangements are complete and communicatedSourcing and preparation of quotes for events logistics with 24 hours response time as per SOPCompilation and distribution of event schedulesBook meeting venues according to meeting requirements number of people, equipment, times, access to floor, accessibility, refreshments, and time framesCo-ordinate and record meeting agendas, minutes, as well as VIP event invitesMonitor billing instructions for the event with the banqueting departmentConsolidation and tracking of expenses relating to shows and events, escalating variancesAllocate and distribute complimentary tickets as per the deal sheet, ensuring tickets are distributed to the correct departmentsSend out comp splits to department timeously for CRM initiativesManage calls, queries and requests received by the office on a daily basis ensuring that these are resolved, redirected or reassigned to relevant persons within the departmentTroubleshoot and resolve requests with internal clients and external stakeholders, where relevant, including providing non-advisory information to stakeholders on policies, procedures and financial paymentsCo-ordinated logistics for VIP Gaming EventsCompile the running order schedule to accurately reflect event requirementsConduct pre-event checks to ensure that the venue set up meets technical (lighting, sound, decor) and event requirementsLog calls with maintenance or IT to ensure resolution of any faultsCommunicate regularly with relevant stakeholders and inform entertainers or relevant departments of potential problems, changes, and additional requirements /resourcesEscalate any issues / challenges being experiencedLiaise with banqueting / events to update any final amendments to function sheets and ensure the distribution to all event stakeholdersComplete post event administration including event information documents, attendance figures and billingMonitored Departmental Employee ProcessesTrack staff leave liability for the department, escalating any areas of concernDocument the training needs analysis for the department, and monitor the schedule of training attendedChase the completion of people management processes (with HR) on behalf of the manager including the scheduling and co-ordination of: Performance contracts and review sessions, Payroll requirements / documentation, Starter pack completionEscalate areas of concern to management as per department norms and company policyProvide departmental onboarding for new employees within the Development department, including liaising with new staff members re the completion of starter packs / contractsEnsure new staff have necessary equipment, stationery and security tagsEducationGrade 12Project management certification is an advantageExperienceMinimum of 2 years experience in an administration role, preferably obtained in the hospitality or gaming environmentSkills and KnowledgeDecision-making skillsMulti-taskingPlanning and co-ordinationHandling information / following instructionsClerical Administrative functionsProblem-SolvingChecking / attention to detailWriting formal correspondenceTake initiativeCustomer service orientationStakeholder Relationship managementPresentable, professional, creative, assertive team player with high energy levelsEquityPreference 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.

Sun International