Administrative Assistant - Housekeeping

OVERVIEW/BASIC FUNCTION:

Responsible for assisting in the overall management of the Housekeeping Department. 

RESPONSIBILITIES:

• Maintain complete knowledge of and comply with all departmental policies, service procedures and standards. Ensure that standards are maintained at a superior level on a daily basis.

• Monitor and control operation of various sections including, but not limited to linen room, uniform room, floors, public areas, offices and storerooms. 

• Prepare and track weekly inventory as well as the monthly inventory which is to be reported to the Supervisor in charge.  Inventory, issue and control use of linen, amenities, cleaning supplies and other housekeeping supplies. 

• Maintain Housekeeping pantry, track distribution and maintenance and report as required to the floor Supervisor.

• To supervise work assigned fairly to Room Attendant, Public Area Cleaners and Linen room to ensure optimum cover. To ensure that all the staff are in proper uniform and well-groomed and clean.

• Maintain employee attendance, uniform and room history cards. Prepare staff roster and time sheets and organize shifts to ensure appropriate staffing levels at all time.

• Assisting room attendants in preparing rush rooms to be inspected by Room AttendantSupervisors. Check each room after room attendants have finished. Supervise associates by inspecting clean rooms. Conduct quality checks to assure tasks were completed correctly

• Assisting in the inspection of vacant rooms to ensure LQA and Brand standards are met consistently. 

• Ensure all Housekeeping members are following procedure for lost and found.

• Maintain accurate records of linen and uniforms sent to and returned from laundry. To ensure that adequate linen, material, guest supplies are held on the floors.

• To ensure that all housekeeping cleaning equipment is maintained and in good working order. To follow up on any maintenance that is outstanding. Ensure proper maintenance of all housekeeping equipment’s & tools.

• To ensure the upkeep and cleanliness of all Housekeeping areas under her/his direct control. To ensure that flower ordered are made and delivered to correct rooms. 

• Assist Supervisors by handling daily checklists and ensuring that the accuracy of checklists is maintained.

• Interact in courteous and professional manner with all guests, associates and community members. 

• Respond in courteous, professional and rapid manner in order to resolve all guest and associates difficulties. 

• Assisting the RSS, Supervisor as well as the Room Attendants by maintaining training records and tracking daily trainings. 

• Train, direct, coordinate, influence and persuade associates in order to maintain and follow LQA and Brand standards of hotel. 

• Interact with people beyond giving and receiving instructions, particularly interaction with supervisor, subordinates, co-workers, and guests in completing assignments, resolving staff and guest complaints. 

• Interpret and comply with a variety of instructions furnished in written, oral, diagrammatic or schedule form. 

• Perform a variety of duties, often changing from one task to another of a different nature without loss of efficiency or composure. 

• Maintain cleanliness and safety of work area. To check daily that all public areas including restaurants and offices have been cleaned to standards laid down by the hotel, and to keep the report back up to date.

• To pass on departmental information to respective stakeholders.

• Responsible for assisting Supervisors with room assignments and acting as order taker whenever required. To undertake other such supervisory duties, which the Housekeeping Manager may allocate from, time to time.

• Supervise periodical spring cleaning in rooms. To assist in the training of all housekeeping inventories as required. To liaise with Reception/Duty Manager regarding room status. To inform management of any matter relating to the security of Hotel, Associates and Guests property. 

• To check staffing levels each day in the absence of the Supervisor or Manager, making sure occupancy is checked with reception. To ensure smooth hand over to next shift

• To ensure that potential and existing health and safety hazards are reported promptly to the appropriate departments e.g. Maintenance, Management and Manager. Running Safety meeting and training.

• To contact guests when requested by Duty Manager, to welcome and let them know of our existence, in the absence of the Supervisor or Manager if and when needed.

• Relieving the tasks of the Housekeeping Supervisors when they are not available. 

• To receive calls from other departments, and management with regards to departmental queries. To attend all Housekeeping meetings as requested.

• In the event of an emergency to follow instructions as per the company’s policies and procedures.

• All other duties as required.

QUALIFICATIONS:

• Experience:                         Minimum 1 year team leader experience; previous experience in a housekeeping

 department for a luxury or ultra-luxury hotel.

• Education:                           High school diploma; some college.

• General Skills:                       Must be able to perform job functions with attention to detail, speed and accuracy; 

prioritize, organize and follow-up; be a clear thinker, remaining calm and resolving problems using good judgment; follow directions thoroughly; understand a guest’s service needs; work cohesively with co-workers as part of a team; work with minimal supervision; maintain confidentiality of guest information and pertinent hotel data.

• Technical Skills:                   Thorough knowledge of hotel and housekeeping department operations; thorough 

knowledge of computerized hotel systems; ability to access, input, analyze and retrieve information from computers; ability to maintain excellent relations with staff; ability to maintain staff and guest confidentiality at all times; ability to accept responsibility for actions of others; ability to manage by example; exceptional oral communication skills to ensure ability to negotiate. and persuade guests and staff to achieve results beneficial to operation of hotel; ability to converse calmly with irate guests, co-workers, superiors and subordinates in sometimes intense emotional situations; ability to focus and maintain attention to performance of tasks despite frequent stressful, emergency, critical or unusual interruptions; ability to memorize, recollect and quickly retrieve dates, names, times and other data; ability to add and subtract three digit numbers; ability to perform mathematical operations with units of measure including, but, not limited to dollars, cents, feet, inches, cups, pounds and ounces; ability to work and complete assignments on time despite frequent stressful, emergency, critical or unusual interruptions; ability to participate in all departmental and hotel-wide meetings. 

• Language:                            Required to speak, read and write English, with fluency in other languages preferred.

• Physical Requirements:         Must be able to exert physical effort in transporting, endure various 

physical movements throughout the work areas, reach up and down, remain stationary at times throughout work periods, and satisfactorily communicate with guests and co-workers to their understanding.

• Licenses & Certifications:      None required.