About the position
Job Objective:
As a VIP Officer and Admin Support, the responsibilities include providing exceptional reception services to VIP guests and providing Administrative support to ensure smooth operation of the office.
Key Responsibilities:
- VIP Guest Reception: Greet VIP guests upon arrival with professionalism and warmth, providing personalized assistance and ensuring their comfort and satisfaction throughout their visit. Manage VIP guest inquiries and request promptly and efficiently, demonstrating a high level of hospitality and customer service. Coordinate VIP guest arrivals and departures, including transportation, accommodations and special arrangements as needed.
- Administrative Support: Provide Administrative support to the office, including attending to office reception and answering phones, responding to emails, and handling mail and deliveries. Assisting with scheduling appointments, coordinating meetings and attending to minutes, managing calendars for executives and VIP guest. Prepare and distribute documents, reports, and correspondence as needed, ensuring accuracy and confidentiality. Coordinating travel arrangements including transfers, flights and hotel. Coordination of visa requirements and processing. Responsible for the company guest house management and attend to maintenance issues. Providing reporting requirements.
- Event Coordination: Planning and execution of business and VIP events, including coordinating logistics, and providing on-site support during events. Ensure that all arrangements for business and VIP events are handled with attention to detail and professionalism, reflecting positively on the company.
- Facilities Management: Maintain the appearance and functionality of reception and common areas, including tidying up, replenishing supplies, and ensuring that equipment is in working order. Report any maintenance issues or repair needs to the appropriate personnel and follow up to ensure timely resolution.
- Communication Liaison: Serving as a primary point of contact for VIP guests, Facilitating communication between guest or personnel. Collaborating with security officer to ensure the safety and security of VIP guest during visits, including monitoring access and implementing security protocols. Ensure adherence to VIP protocols and etiquette, providing guidance to staff members involved in VIP interaction.
- VIP Relations Management: Build and maintain positive relationships with VIP guests, anticipating their needs and preferences to provide exceptional service and support. Serve as a primary point of contact to VIP guest, addressing inquiries, providing information, and ensuring that their experience exceeds expectations.
- Vehicle Fleet Management: Oversees the management of all pool vehicles, including scheduling maintenance, coordinating repairs, and ensuring vehicles are clean and well-maintained. Maintain accurate records of vehicle usage, mileage, and maintenance history. Coordinate with vendors and service providers for the vehicle repairs, inspections and registrations. Develop and implement policies and procedures for the safe and efficient use of poor vehicles. Monitor fuel usage and expenses, identify cost-saving opportunities, and maintain inventory fuel cards and receipts. Provide training guidance to other drivers on safe driving practice and vehicle care.
Qualifications and Skills:
- Diploma or equivalent experience preferred.
- Previous experience in a receptionist or administrative support role, preferably in a hospitality or luxury environment.
- Excellent communication and interpersonal skills and attention to detail, with the ability to multitask and prioritize tasks effectively.
- Strong organizational skills to coordinate logistical arrangements and events effectively
- Strong customer service skills
- Problem solving skills to resolve issues quickly and efficiently
- Proficiency in Microsoft Office applications and other office software
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Ability to adapt to changing priorities and work effectively in a fast-paced environment.
- Flexibility and adaptability to work in a fast-paced environment and handle unexpected situations with poise and professionalism.
- Excellent knowledge of protocol and Etiquette
- Administrative skills
- Basic security awareness
*If you haven't heard from us within 2 weeks, please consider your application unsuccessful or alternatively send your CV to [Email Address Removed] for possible employment opportunities.
Desired Skills:
- Administration
- Communication
- Event Coordination
