About this role
Job Location:
Anantara Hua Hin Resort
Anantara Hotels & Resorts is a global luxury hotel and resort brand rooted in Thai culture, with an intrinsic sense of authentic hospitality. Inspired by the Sanskrit word meaning ‘without end’, our spirit embodies freedom, movement, and harmony. We believe every journey should leave a lasting impression — for our guests and for our people.
Founded in 2001 in Thailand, we have since expanded across the world, welcoming guests in some of the world’s most captivating locales — from pristine beaches and private islands to ancient sites and vibrant metropolises. If you are driven by a passion for generosity, warmth and heartfelt hospitality, Anantara offers a career without limits.
KEY DUTIES AND RESPONSIBILITIES
Please note that this is not an exhaustive list of everything that needs to be done. Anantara employees always find new ways to look after the business, their guests, and their colleagues. Within this, the key responsibilities for this position are:
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Set up filing system and update index of files and form regularly also label all files and folders alphabetically.
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Daily trace system. Photocopy the covering correspondence with trace date clearly indicated and put the photocopy into individual jacket according to the trace date.
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Coordinate and monitor all appointments, meetings, and trainings to ensure that schedules are logged, traced and remind all concerns.
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Prepare appropriate files, folder, information, and relevant documents for each meeting
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Update files and discard old file in the Archive store in order of topic, dates and years.
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Take minutes, check correctness and presentation before distributing and filing according to the supervisor’s discretion.
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Handling the incoming calls and information, obtaining all relevant information and passing on to appropriate personnel.
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Compile all trace materials, sort and put them in appropriate trace date order.
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Ensure meeting minutes be dispatched/out within 48 hours.
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Send of faxes and telexes.
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Keep records of travel expenses and update travel schedule.
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Dispatch the mailings with appropriate contents, letters, envelopes, etc.
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Ensure that monthly critique and month end reports are finished on a timely basis
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Organize associate meeting, daily briefing, 15 minute training, and other related meetings and training as assigned by direct boss according to the company LSOP.
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Update information and data relevant to the department at all times
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Work and coordinate with other departments to ensure that the responsible job of the department meets target and goals
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Update and welcome new comers of the organization chart and who is who in the department.
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Coordinate with Human Resources for any people issue which includes recruitment, performance appraisal, and other manning guide update
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Responsible for departmental roster and paid time off in HR system and Purchasing system
Technical Related to the Job
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Maintain the administrative organization that includes typing, filing, correspondence and distributing in-coming mails/faxes.
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Co-ordinate and order special requests for General Manager and Resident Manager including but not limited to Room reservations, Limousine pick-up and handling of VIP’s as needed.
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Make airline and travel reservations for the General Manager and Resident Manager when needed.
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Keep daily tracing files and retrieve them when they’re due.
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Provide any assistance to the executives and associates as required.
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Cooperate and help the executives with they’re away from the office.
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Be a leader of the hotel’s secretaries.
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Maintain computerized database of all report and systematic plan to follow up
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Handling correspondence for all applications such as regret letter, guest complain, enquiring, confirmation, contract and any reference.
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