Administrative Assistant, Sales & Marketing and CCSR

POSITION SUMMARY: 

The Administrative Assistant, Sales & Marketing and CCSR is responsible for providing efficient, effective and professional secretarial and administrative support to Sales & Marketing Department

including implementation of administrative systems, procedures and policies, and monitoring administrative projects.

PRIMARY RESPONSIBILITIES:

Secretarial and Administrative 

1.    Assist the Director, Managers and Assistant Managers in day to day activities including the organization, management of meetings and schedules, email management and department schedule.
2.    Assist the Director in tracking all action items including required communications between Casino Marketing & Club, Loyalty Marketing, Marketing Operations, Resort Marketing & Branding, Nüwa Manila, Nobu Hotel, DreamPlay, Finance, IT, Supply Chain, F&B Operations and other departments involved.
3.    Prepares, types, formats, proof reads documentation and displays initiative when preparing proposals, contracts and correspondences, agendas, minutes and other administrative work or verbal instruction as requested.
4.    Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, budgetary and personnel requirements implementing changes.
5.    Resolves administrative problems by coordinating preparation of reports, analyzing of data and identifying solutions.
6.    Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques.
7.    Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, verifying receipt of supplies.
8.    Distributes internal memos & information briefs.
9.    Communicates the Director’s instructions to other departments and obtain information from various departments.

10.    Collates Employee Rosters & processes Paid Day Off requests.
11.    Maintains accurate Employee Records in the Staff Database including common contacts of internal and external customers and regularly utilized information.
12.    Responsible for administrative duties regarding Standard Operating Procedures (SOP) and Policies & Procedures (P&P) of Sales & Marketing including maintaining master files of approved SOP’s, P&P’s, Contracts and memorandums.
13.    Establishes and maintains an effective filing and retrieval system.
14.    Processes payment request and reimbursement of department expenses.
15.    Maintains a clean and organized work environment.
16.    Maintains excellent grooming and personal conduct according to City of Dreams Manila Standards.
17.    To perform other duties as required by the Director of Sales & Marketing, Assistant Director of Sales and Marketing, Sales/Events Managers and Assistant Managers.
18.    Handles client inquiries, whether through telephone or walk-ins, in the absence of the sales person concerned.
19.    Maintains an effective message handling for the sales staff that is out of the office.

Performance Standards

1.    Acts as a team member to the department and to each other, as a support system, including best practices within the company.
2.    Maintains a high level of organization, including maintaining an orderly and neat work area and worksite, as well as organized work activities, in performing daily job tasks within the scheduled work day.
3.    Maintains a high degree of professionalism in the workplace, including standards for appropriate dress and appearance, respect for each team member, satisfactory attendance, open communication, job knowledge, a desire to succeed,

and in all activities where you represent Sales & Marketing Department  through trust, productivity, confidentiality, and the highest levels of customer service.
4.    Responsive, accountable and provides feedback to management inquiries for information, clarification, suggestions or observations regarding operational, staffing, mentoring, customer service, personal development and productivity.
5.    Ensures that all directives of the Director, Sales & Marketing are carried out, serve as an effective channel of communication at all levels.

Recruitment, Roll-On & Settling In

1.    Assist & coordinates interview and recruitment processes of the department through Human Resources – Non-Gaming Operations for the Director, Sales & Marketing.
2.    Ensures proper paperwork is sent to Human Resources for Manpower Requisition or any employee changes and maintains records of the same.
3.    Assist with the training and logistics as assigned.

Confidentiality & Policy

1.    Safe guard all confidential information whilst exercising due care to prevent its improper disclosure or use and demonstrate the utmost respect for the confidential nature of the information that is received or generated and distributed by 5the department.
2.    Complies with all company policies, rules, regulations, procedures and department ethics; and to perform all duties in accordance with the highest professional standards at all times.

KEY PERFORMANCE INDICATORS: 

Administrative Support, Communications, Service Delivery Performance, Appointments and Reservations.

QUALIFICATIONS:

I.    Experience

A year experience  in the related field

II.    Education 

College graduate in a reputable university.

III.    Skills / Competencies 

1.    Strong administrative, organizational and  writing skills
2.    Microsoft Office skills, proficient in MS Word, MS Excel and MS PowerPoint
3.    Reporting skills
4.    Excellent computer skills

5.    Managing processes
6.    Problem solving
7.    Decision making
8.    Verbal communication

IV.    Other Attributes

1.    Team player
2.    Multi-tasking abilities with sense of urgency
3.    Highly organized and detailed oriented
4.    Ability to maintain confidentiality and security on files 
5.    Ability to deal effectively with all internal and external customers exercising tact, diplomacy and patience at all times.