Administrative Assistant

About The Role

To ensure a smooth and efficient operation in the Food & Beverage Department in relation to the Company Core Process; thus directly impacting the delivery of the experience. This position coordinates daily activities efficiently between the Food & Beverage Department and all other departments. Responsible for department administration, time keeping, key control, department training nominations, meeting room bookings & minutes, colleague file management and managing the department's internal webpage.

• Handling and responding to/processing incoming calls and correspondence
• Drafting letters, e‑mails, standard reports and presentations many of which will be based on standard templates
• Organizing meetings, briefings and department internal events including invitations, room bookings, event requests
• Taking and distributing meeting minutes within the team
• Raising purchase requests and subsequently following up on approvals, delivery and payment
• Keeping the relevant stationary stock for the department and handling stationary requisitions as required
• Handling any filing required in the department and ensuring the necessary documents and records are updated and filed correctly
• Processing various departmental forms including leave requests, expense reimbursements, business travel authorizations
• Updating any regular trackers, Excel sheets or reports
• Coordinating any travel bookings with the Human resources department
• Raising service requests for maintenance required in the department
• Updating any timekeeping/attendance records as required (not including actual scheduling and approvals of overtime etc.)
• Any other admin work as required by the department
• Managing all payroll and HR administration for food and beverage department
• Managing the HACCP process for the kitchen department
• Liaising with Food Alert to make sure they are fully supported with any investigations and audits they may have
• Making sure all departmental training is planned, actioned and documented including new starter inductions
• Ensuring effective lines of communication are maintained between the Line Managers and other departments
• To enforce and adhere to all UAE Laws, Health, Safety & Environmental policies, industry and company rules and regulations, reporting any safety concerns or incidents to management in order to minimize risk and maintain a clean safe and hygienic environment for all Guests and Colleagues
• Performance assessments/audits – conduct with stakeholders’ front of house / back of house audits – collate all data to cascade
• Documentation – to assist in the creation of Standard Operating Procedures, Standard Training Plans (STPs), Training Workshop Documentation in line with Business Excellence guideline templates

• High School Diploma/ High Secondary education or equivalent
• Minimum 2 years of experience in the same field
• Good command of English language, both verbal and written
• Familiarity with MS Word/ Excel and PowerPoint software programs
• Customer Service skills
• Excellent Communication skills
• Presentation/ Reporting skills
• High level of attention to details
• Ability to work efficiently without jeopardizing submission deadlines
• Strong analytical thinking and problem-solving skills
• Strong interpersonal skills

• Basic Secretarial Courses, Administrative Training/certification would be an advantage
• Previous Admin Support experience in theme park experience or hotel setting
• Ability to work independently as the need arises
• Ability to develop relationships and communicate with all levels of management
• Ability to maintain effective working relationship with team members and managers
• Knowledge of FLIC, MAXIMO, ORACLE, IG, EATEC, LMS software systems applications