Job Description

Job Purpose
To 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 standards
Key Performance Areas
Office Administration Management
Provide 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 system
Order stationery, paper and other office consumables (as per company procedures), ensuring availability on demand
Type 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 documents
Store confidential documents for safe keeping
Coordinate the flow of paper and electronic documents to the appropriate parties
Prepare internal and external communication documents and type correspondence proficiently including letters, etc.
Complete reports / minutes/ presentations / departmental documents and distribute to relevant parties
Prepare, co-ordinate and distribute the monthly reports including the month-end Report
Administration of departmental KRONOS
Follow through on outstanding issues and action lists from minutes with relevant HODs
Prepare the departmental budget information and record and monitor monthly expenses, escalating any variations to budget
VIP Gaming Support
Have an up-to-date understanding of facilities and products available for events
Update the VIP gaming events calendar for the property
Assist with the administration of accommodation bookings to ensure VIP customers hotel, transport and security arrangements are complete and communicated
Sourcing and preparation of quotes for events logistics with 24 hours response time as per SOP
Compilation and distribution of event schedules
Book meeting venues according to meeting requirements number of people, equipment, times, access to floor, accessibility, refreshments, and time frames
Co-ordinate and record meeting agendas, minutes, as well as VIP event invites
Monitor billing instructions for the event with the banqueting department
Consolidation and tracking of expenses relating to shows and events, escalating variances
Allocate and distribute complimentary tickets as per the deal sheet, ensuring tickets are distributed to the correct departments
Send out comp splits to department timeously for CRM initiatives
Manage 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 department
Troubleshoot and resolve requests with internal clients and external stakeholders, where relevant, including providing non-advisory information to stakeholders on policies, procedures and financial payments
Co-ordinated logistics for VIP Gaming Events
Compile the running order schedule to accurately reflect event requirements
Conduct pre-event checks to ensure that the venue set up meets technical (lighting, sound, decor) and event requirements
Log calls with maintenance or IT to ensure resolution of any faults
Communicate regularly with relevant stakeholders and inform entertainers or relevant departments of potential problems, changes, and additional requirements /resources
Escalate any issues / challenges being experienced
Liaise with banqueting / events to update any final amendments to function sheets and ensure the distribution to all event stakeholders
Complete post event administration including event information documents, attendance figures and billing
Monitored Departmental Employee Processes
Track staff leave liability for the department, escalating any areas of concern
Document the training needs analysis for the department, and monitor the schedule of training attended
Chase 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 completion
Escalate areas of concern to management as per department norms and company policy
Provide departmental onboarding for new employees within the Development department, including liaising with new staff members re the completion of starter packs / contracts
Ensure new staff have necessary equipment, stationery and security tags
Education
Grade 12
Project management certification is an advantage
Experience
Minimum of 2 years experience in an administration role, preferably obtained in the hospitality or gaming environment
Skills and Knowledge
Decision-making skills
Multi-tasking
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
Stakeholder Relationship management
Presentable, professional, creative, assertive team player with high energy levels
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.