Hotel Operations Coordinator

Department: Guest Svc

Employment Type: Contract

Reporting To: Hotel Director

Description

Under general direction, performs varied, sensitive and confidential office administrative and secretarial support functions for the Hotel Director and F&B Manager; and performs related duties as assigned.
Duties of the Hotel Operations Coordinator include providing support to our Hotel Director and F&B Manager, assisting in daily office needs and managing the Hotel Director and F&B managers general administrative activities. This included, but is not limited to, managing both their e-mail [Outlook] accounts which can at times contain sensitive material which should be kept as strictly confidential.
Reporting relationships:
The Hotel Operations Coordinator reports directly to the F&B Manager and the HD with the latter attaining authority. 

Key Responsibilities

1. Provides secretarial and administrative support to the Hotel Director and Food & Beverage Manager.
2. Coordinates administrative tasks with HOD’s to ensure a high performance, guest service- oriented work environment.
3. Types and/or drafts memoranda, correspondence, and other documents and reports often of a sensitive and confidential nature.
4. Ensures materials and reports for signature are accurate and complete; proofreads and checks typed and other materials for accuracy, completeness and compliance with HESS-MS and other company policies or procedures.
5. Schedules, prepares agenda and meeting materials and take minutes for various meetings. 
6. Maintains the Hotel Director and F&B Managers calendars; coordinates, arranges and confirms meetings.
7. Receives telephone calls, providing information and handling issues that may require sensitivity and use of sound, independent judgment.
8. Responds to requests for information and complaints, refers matters to appropriate HOD and/or takes or recommends action to resolve the request or complaint.
9. Reviews, determines the priority and routes incoming correspondence, reports, requests and instructions; handles or refers matters as directed.
10. Acts as liaison in coordinating matters between the HD and F&B Manager and other department heads and managers.
11. Refers or recommends referral of matters to appropriate departments and staff for action and report.
12. Researches and assembles information from a variety of sources for the preparation of reports and correspondence for the Hotel Director.
13. Represents the HD and F&B Manager on internal committees [when policy allows] and task forces and with external groups and organizations.
14. Performs other duties as assigned.
15. Guarantees strict confidentiality in regards to all content witnessed or received from both Hotel Director and F&B Manager’s Outlook e-mails and/or information received in confidential meetings or hearings. [As per signed confidentiality agreement].

Qualifications

Education:

• Hotel School Diploma or similar preferred.
• Fluent English, written and spoken and good knowledge of one other (foreign) language, (i.e. Spanish, German, French, Italian).

Experience:

• Minimum of 2 years’ shipboard experience.

Knowledge, Skills & Abilities:

• Office administrative and management practices and procedures.
• Principles and practices of sound business communication.
• Correct English usage, including spelling, grammar and punctuation.
• Hotel Operation, rules, policies and procedures, including travel/training and expense reporting.
• Rules and regulations for the conduct of public meetings.
• Standard word processing, spreadsheet, graphics and other software packages.
• Budgeting, record keeping, filing and purchasing practices and procedures.
• The principles and practices of effective supervision.

Ability to:

• Operate a computer and word processing software and other standard office equipment.
• Manage multiple and rapidly changing priorities to meet the needs and expectations of higher management.
• Organize, set priorities and exercise sound, independent judgment within areas of responsibility.
• Interpret, apply, explain and reach sound decisions in accordance with company policies, procedures and regulations.
• Train others in work processes and procedures; organize, research and maintain office files.
• Compose correspondence, prepare documents and make arrangements from brief instructions; communicate clearly and effectively orally and in writing.
• Prepare clear, accurate and concise records and reports; maintain sensitive and confidential information.
• Use a high degree of tact, discretion and diplomacy in dealing with sensitive situations and concerned and/or upset groups and individuals.
• Establish and maintain highly effective working relationships with all members reporting/corresponding with the Hotel Director and F&B Manager.

Physical Demands & Travel

Physical Demands: 

For the safety of yourself and others on board certain physical abilities shall be maintained. Must be able to bend, climb, perform repetitive motion, and repetitively heavy lift. 
Must maintain physical fitness to perform tasks associated with job. 

Travel Requirements:

• Passport – valid for a minimum of 6 month
• Flag state issued seaman book
• General flag state or flag state approved marine fitness medical United States C1/D visa
• English Marlin test at minimal score of 80% 
• Pre-employment medical examination 

Working Conditions:
Working on a cruise ship is very different from any land-based occupation. Working hours are longer and work is more intense due to the constant demand of the guests. You have to be very flexible in your working hours, which on occasion might have to be changed due to unforeseen circumstances. The Maritime Labour Convention of 2006 however strictly regulates these. Apart from the working hours there are strict rules which all members of the ship’s company need to adhere to as stipulated by the Master’s standing orders. You work in close proximity with your fellow crewmembers and therefore respect among all is essential.