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Job description / Role
Key Purpose
Responsible for all tasks in relation to administrative responsibilities for Hospitality Department.
Structure and reporting relationship
Reports to Head of Hospitality
Key Job Responsibilities
- Record keeping, filing maintaining the inventory and database for hospitality division;
- Assisting the HOH on Invoicing and the compiling of Survey and Quotes [S&Q's]
- Assisting HOH in conducting stock checks and verifications in each department as required
- Procurement of goods by raising purchase orders, assisting with vendor creation and vendor payment processing using SAP software;
- Liaise with Host Nation Liaison Officer (HNLO) in regards to processing of temporary and permanent base access pass;
- Maintain a register of base access applications and ensure personnel are reminded of renewal in time to negate any none access periods that could affect the department's ability to complete our contractual commitments
- Conduct analysis of the comments and complaints register for Australian Defence Force (ADF) Mess Hall on a weekly basis, send consolidated report on a monthly basis to HOH;
- Data entry and reporting in regards to budget and ADF validation of work orders on a monthly basis to HOH
- Invoicing; processing and validation of requirements for the hospitality department;
- Collation and reporting of staff overtime, leave and attendance;
- Assisting the ADF - SDM's / BMC in regards to all requests;
- Ensure the security of all company and client owned assets, report any damages and losses to the HOH;
- Ensure stationery requirements are consolidated and sufficient stocks are maintained in the contact centre for each departments use;
- Provide administrative support and carryout tasks as requested by Heads of Departments within the hospitality division
- Deputise for the all Hospitality Supervisors during absences as required
- HSQE Responsibilities and Information Security Responsibilities
- Awareness of the Integrated Management System and the content of the Environment, Quality, Health & Safety and Information Security Policy Statements.
- Understanding of personal responsibilities and contribution to achieving compliance with the Integrated Management System requirements, (including but not limited to competence to perform safety critical roles, legal requirements, control measures arisen from environmental impacts and aspects, job safety analysis and information security risk assessment) and the potential consequences of departure from the arrangements in place to deliver the commitments stated in the policies statements above;
- To exercise a personal duty of care for their own health, safety and welfare and for those
- affected by their acts or omissions;
- Promote a good HSQE and Information Security culture within their departments and among their peers, subcontractors and third parties;
- Lead by example and look at ways to conserve energy, water and resources and minimise the generation of waste through personal performance and raise recommendations on how to improve existing processes on this regard within/outside their departments through their Line Manager, Departmental Safety Meetings and any other appropriate available channels;
- Protect information assets and data including both electronic and paper based from all threats whether internal, external, deliberate or accidental;
Safety Critical Responsibility
- Promote a good HSQE and Information Security culture among their peers, subcontractors and third parties;
- Required to undergo safety critical medicals and random alcohol and drugs testing as requested.
Requirements
Essential technical and professional skills , knowledge and qualifications
Knowledge
- Excellent verbal and written English language;
- High School Diploma or Higher Secondary Education;
- A good knowledge of all office systems and office administration;
- Knowledge of SAPis an advantage
- Knowledge of Arabic language is of benefit;
- Understanding of relevant policies and procedures.
Skills
- Typing skills of 40+words per minute
- Good interpersonal skills / client facing;
- Excellent organizational and communication skills;
- Excellent knowledge of Microsoft Office, Excel, Outlook and Word;
- Possess excellent customer service skills;
- Maintain a professional demeanor at all times;
- Ability to liaise in a professional manner with staff/customers at all levels on the Base;
- Ability to handle confidential information in strict confidence;
- Ability to work with high integrity and minimum supervision;
- A lively, energetic and strong personality a practical "can-do" attitude.
Experience
- Minimum of 3 years administrative experience.
- Experience of bespoke software system [ CAFM / RMS ] an advantage
- A position providing service to internal and external stakeholders in a fast paced environment;
- Ideally of post-secondary education and/or relevant professional qualifications;
- Minimum of 2 years' experience in a relevant field;
- Good interpersonal and people skills and a mature, methodical and responsible approach to work;
- Ability to demonstrate both good communications literacy and numeracy skills required for the role
Additional / Special features of the role
- Technical, Financial and People Accountabilities
- In-depth knowledge of excel and formulas
- Ensure monthly reports are accurate
- Ensure clear effective communication between internal and external departments
- Direct Liaison with ADF client and resolution of any and all issues raised
- Support the heads of departments in dealing with sub-contractor issues
- Tracks personnel files to ensure base access is maintained and all mandatory government documents are updated as required
- Ensure compliance with the Serco Management System and all relevant business processes, procedures and work instructions to deliver all work with appropriate quality and governance standards
- Ensure security and integrity of all data provided including reporting performance, finance and customer information; reference Serco non-disclosure policy
- To exercise personal duty of care for their own health, safety and welfare and for those affected by their acts or omissions; reference SMS GSOP-HSE1-6 Serco organisational HSE responsibilities
- Ensure compliance with all training requirements of Serco and ensure adherence to these requirements at all times whilst in employment
- Report any accidents, incidents, breaches or potential breaches to appropriate management or the speak up process.
Serco is committed to Equal Employment Opportunities and is committed to ensuring the safety of all of its employees through its Zero Harm initiative.
About the Company
Serco is a FTSE 250 international service company which combines commercial know-how with a deep public service ethos.
Serco customers are looking for expertise in managing their people, processes, technology and assets more effectively. We advise economic decision makers, design innovative solutions, integrate systems and - most of all - deliver quality services directly to the public.
Serco supplies to governments, government enterprise, agencies and companies who seek a trusted outsourcing partner with a solid track-record of service excellence. Serco people offer operational, logistical and technical expertise in the Transport, Justice and Immigration, Defence, Education and Healthcare industries as well as in the commercial sectors of Facilities Management.
Serco Middle East have been in the Region since 1947, starting out delivering Air Traffic Control Services in Bahrain; a service we are proudly still running today and have expanded to include many other Airports in the region.
We have expanded significantly since that time across the UAE, Saudi Arabia and Qatar. We have been supporting the RTA to operate the Dubai Metro since 2009, are preparing to launch the flagship Saudi Arabia Passenger Rail service from Riyadh to Qassim in 2016. We deliver Facility Management services to both Cleveland Clinic and Healthpoint Hospitals in Abu Dhabi, large-scale medical facilities in Saudi Arabia and a range of educational and commercial properties in the UAE. We also deliver postgraduate education to Officers in the Qatar Armed Forces through the Joaan Bin Jassim Joint Command and Staff College in Doha.
Focusing on our core values, and creating a positive environment for employees to thrive, we look forward to a bright future as we continue to grow with the region.