Job Category Administrative
Location Marriott Executive Apartments Madinah, King Abdullah Second Ring Road, Madinah, Saudi Arabia, Saudi Arabia VIEW ON MAP
Schedule Full-Time
Located Remotely? N
Relocation? Y
Position Type Management
Additional Information: This hotel is owned and operated by an independent franchisee, Saudi Bonyan. The franchisee controls all aspects of the hotel’s employment policies and practices, including the selection and hiring process. If you accept a position at this hotel you will be employed by a franchisee and not by Marriott International.
JOB SUMMARY
Greet persons entering the Executive Office, determine nature and purpose of visit, and direct/escort to destination. Open, read, and prepare answers to routine letters. Locate and attach appropriate files to incoming correspondence requiring replies. Under the direction of the General Manager, work with the individual homeowners’ associations for each Club, to include preparation and attendance at Board Meetings, preparation of Board Meeting Agendas and Board Books. Serve as liaison to the Association Governance team and recording secretary for the Association’s Board of Directors. Take and distribute meeting minutes to appropriate individuals. Maintain the property’s Association Governance documents, website, and member communications. Construct periodic newsletters and organize sending to all Association members. Keep accurate paper and electronic records of legal history. Perform research and share knowledge regarding Association legal documentation such as the Association rules and regulations, declarations, bylaws, and other documents. Track all VIP arrivals and departures and arrange welcome letters and amenities. Answer and handle phone calls and inquiries to the Executive Offices. Handle and distribute incoming and outgoing mail. Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc. Transmit information or documents using a computer, mail, or facsimile machine. Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software. Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, reservations, and answer inquiries from members and guests. Operate standard office equipment other than computers such as telephone, typewriter, fax, photocopier, calculator, and electronic peripherals. Document and communicate all member and guest requests/complaints to appropriate personnel.
Follow all company policies and procedures, ensure uniform and personal appearance are clean and professional, maintain confidentiality of proprietary information, and protect company assets. Develop and maintain positive working relationships with others, support team to reach common goals, and listen and respond appropriately to the concerns of other employees. Speak with others using clear and professional language, and answer telephones using appropriate etiquette. Welcome and acknowledge all guests according to company standards, anticipate and address guests’ service needs, assist individuals with disabilities, and thank guests with genuine appreciation. Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as requested.
CRITICAL TASKS
Executive Office Administration
- Under the direction of the General Manager, work with the individual homeowners’ associations for each Club, to include preparation and attendance at Board Meetings, preparation of Board Meeting Agendas and Board Books.
- Serve as liaison to the Association Governance team and recording secretary for the Association’s Board of Directors.
- Maintain the property’s Association Governance documents, website, and member communications. Construct periodic newsletters and organize sending to all Association members.
- Keep accurate paper and electronic records of legal history.
- Perform research and share knowledge regarding Association legal documentation such as the Association rules and regulations, declarations, bylaws, and other documents.
- Track all VIP arrivals and departures and arrange welcome letters and amenities.
General Administration
- Open, read, and prepare answers to routine letters.
- Locate and attach appropriate files to incoming correspondence requiring replies.
- Take and distribute meeting minutes to appropriate individuals.
- Handle incoming and outgoing mail, including date stamping and distributing incoming mail (e.g., overnight mail, delivery/messenger services, First Class, Federal Express, UPS, Cablegrams, Telex, Mailgrams, Telegrams, Voicemail certified, International, and Registered).
- Documentation/Reporting
- Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc.
Computers/Software
- Transmit information or documents using a computer.
- Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.
- Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, reservation and answer inquiries from guests.
Office Equipment
- Operate standard office equipment other than computers such as telephone, typewriter, fax, photocopier, calculator, and electronic peripherals.
- Transmit information or documents using mail, or facsimile machine.
- Communication
- Document all member and guest requests/complaints and communicate such to appropriate personnel for proper handling.
- Receive persons entering the office by greeting them, determining nature and purpose of their visit, and directing or escorting them to specific destinations.
Guest Relations
- Address member’s/guests' service needs in a professional, positive, and timely manner.
- Actively listen and respond positively to member/guest questions, concerns, and requests using brand or property specific process (e.g., LEARN, PLEASED, Guest Response, LEAP) to resolve issues, delight, and build trust.
- Welcome and acknowledge each and every member/guest with a smile, eye contact, and a friendly verbal greeting, using the member’s/guest's name when possible.
- Anticipate member’s/guests' service needs, including asking questions of guests to better understand their needs and watching/listening to guest preferences and acting on them whenever possible.
- Thank members/guests with genuine appreciation and provide a fond farewell.
PREFERRED QUALIFICATIONS
Education
- High school diploma/G.E.D. equivalent
Related Work Experience
- At least 2 years of related work experience
Supervisory Experience
- No supervisory experience is required
This company is an equal opportunity employer.
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