The posting
The Operations Admin Assistant provides administrative and operational support to the FVP of Hotel and Restaurant Operations and the F&B and Rooms Operations teams across managed properties. The role is responsible for coordination, documentation, reporting, meeting support, records management, system-related assistance, and monitoring operational requirements to ensure timely and efficient execution of departmental activities.
The position also supports cross-functional coordination with property teams and other departments and assists in implementing operational standards, systems, and initiatives for both F&B and Rooms operations.
Scope and Responsibilities:
Administration, Files, and Records Management
In the absence of the Operations Admin Officer, the Operations Assistant shall:
- Assist in managing purchase requisitions and inventory requirements for operational projects and activities for both F&B and Rooms Operations, as assigned by the FVP of Hotel and Restaurant Operations.
- Administer cash advance requests, reimbursements, and expense reports for both F&B and Rooms Operations and coordinate with Finance and Operations teams as necessary.
- Provide administrative and personal assistance to the FVP of Hotel and Restaurant Operations and administrative support to the F&B and Rooms Operations teams.
- Monitor and track Brand Standards, Policies and Procedures (P&Ps), and memoranda released by the Operations team, ensuring proper dissemination, compliance, and documentation.
- Prepare and document minutes of meetings organized by the Hotel and Restaurant Operations Department and other meetings assigned by the FVP and department heads.
- Prepare business case presentations, operational reports, and related materials, and provide presentation and meeting support when required.
- Prepare letters, memoranda, Policies and Procedures (P&Ps), and other official correspondence assigned by the FVP and department heads, ensuring proper filing and records management.
Reports
- Assist in preparing monthly Operations Reports, Sales Reports, and other reports required by the Operations Department as assigned by the FVP of Hotel and Restaurant Operations and Department Heads.
- Ensure timely preparation and submission of reports by coordinating closely with property leaders and team members.
- Communicate regularly with Operations Leaders to ensure all reporting requirements are completed on schedule.
Brand Standards and Procedures Maintenance
- Assist in monitoring all Policies and Procedures (P&Ps), memoranda, and Brand Standards distributed to existing properties.
- Provide copies of operational standards and documentation for new hotel openings.
- Update and maintain the department's document library whenever new resources are released.
Property System Implementation and Sustenance
- Assist in creating and maintaining POS buttons, menu items, modifiers, and related settings through Business Central, coordinating with concerned teams for proper implementation.
- Coordinate with property teams regarding system requirements, enhancements, issues, and implementation activities for both F&B and Rooms operations.
- Act as a project team member or project lead, as assigned, for system implementation projects across managed properties.
- Assist in implementing and standardizing operational systems, including:
- Recipe Management Systems
- LS Central
- Business Central
- Other operational systems used by managed properties
- Provide system support and user training during implementation, transition, and stabilization phases.
- Monitor system data accuracy and integrity, perform data extraction, and prepare reports and analyses for Operations Leadership.
- Develop and maintain user guides, process documentation, and Standard Operating Procedures (SOPs) related to property systems.
- Coordinate implementation activities among Corporate Operations, Property Teams, IT, Finance, and other concerned departments to ensure timely completion of initiatives.
Quality Assurance Monitoring
- Assist F&B and Rooms teams in completing and documenting quality audits and related compliance requirements.
- Monitor compliance with operational standards, policies, and procedures across managed properties.
- Support the tracking, documentation, and follow-through of audit findings and corrective action plans.
Competencies and Skills Required
- Proficient in oral and written Filipino and English communication.
- Strong communication and interpersonal skills.
- Proficient in Microsoft Word, Excel, and PowerPoint.
- Basic knowledge of Business Central and LS Central systems.
- Strong organizational, coordination, and project management skills.
- Ability to manage multiple priorities and meet deadlines.
- Detail-oriented with strong documentation, reporting, and records management skills.
- Ability to support system implementation, process improvement, and operational standardization initiatives.
- Self-motivated, results-oriented, and capable of working both independently and collaboratively.
- Strong stakeholder management skills and ability to work effectively with property teams, management, IT, Finance, and external suppliers.
Qualifications:
- Bachelor's Degree in Business Administration, Hospitality Management, Hotel and Restaurant Management, Operations Management, Information Systems, or a related field.
- Experience in hotel, restaurant, or multi-property operations is an advantage.
- Worked in an Admin position in a corporate environment.
