Job Description for Housekeeping Secretary

Position Title: Housekeeping Secretary

Reports To: Executive Housekeeper / Asst. Executive Housekeeper

Position Summary:

The Housekeeping secretary provides complete secretarial support for the executive housekeeper and oversees the operation of the housekeeping office to ensure that all functions are carried out and completed in accordance with the policies, procedures and guidelines.

Additionally, He/She should be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service-oriented manner.

Housekeeping Secretary Duties and Responsibilities:

  1. Places and accepts telephone calls.

  2. Write or draft letters for the executive housekeeper.

  3. Deal with telephone and email enquiries, using an email system (e.g. Microsoft Outlook, Mozilla Thunderbird etc.).

  4. Photocopy and print various documents, sometimes on behalf of other colleagues.

  5. Organise and store paperwork, documents and computer-based information.

  6. Create and maintain filing and other office systems.

  7. Keep diaries and arrange appointments.

  8. Schedule and attend meetings, create agendas and take minutes - shorthand may be required to do this.

  9. Book meeting rooms and conference rooms for both internal staff meeting and external meetings.

  10. Liaise with staff in other departments and with external contacts.

  11. Translates and types departmental manuals and other matters.

  12. Records departmental meeting minutes and daily briefing notes.

  13. Maintaining diaries and arranging appointments.

  14. Typing, preparing and collating reports and filing reports.

  15. Organising and servicing meetings (producing agendas and taking minutes)

  16. Managing housekeeping and laundry related files and databases.

  17. Prioritising workloads of the Executive housekeeper.

  18. Implementing new procedures and administrative systems.

  19. Distributes all incoming and outgoing correspondence, faxes and memos. Also opens and keeps current employee files.

  20. Organizes and controls all office supplies, stationery and work forms.

  21. Prepares month-end attendance report.

  22. Assumes other duties assigned by the Executive Housekeeper from time to time. 

  23. Provide HK department orientation and walkaround for new housekeeping staffs and trainees.

Prerequisites:

  • Have a friendly, welcoming and full of life attitude.

  • Good typing skills and basic computer skills, smart, pleasant, good health, personality.

  • Proficiency in computer programs like MS Word, Excel, PowerPoint, Outlook and working experience in hotel software like Opera, Protel, Fidelio etc. is an added advantage.

Education:

  • High School or Diploma in Hotel Administration, Hotel Management, Secretarial Studies or equivalent.

Experience:

  • Two to three years experience as a secretary.

  • Previous supervisory or Asst. Manager responsibility preferred.