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Administrative Coordinator
Il y a 3 mois
GENERAL OVERVIEW
This position is crucial in delivering administrative assistance to various team members within the European division, including but not limited to Regional Directors, Account Directors, and Sales Directors. The responsibilities encompass daily office requirements and ensuring the seamless execution of diverse administrative tasks.
REPORTING STRUCTURE
This role is accountable to the Area Managing Director for Northern Europe and collaborates functionally with Executive Assistants and the administrative support team. Interaction with company leaders, department heads, and associates globally, as well as with hotel clients, vendors, and partners, will occur through various communication methods.
KEY RESPONSIBILITIES
A. Support for Regional Operations: The administrative team is vital in assisting our Regional Directors (RDs) to manage hotel accounts effectively. This role focuses on supporting designated European RDs/ADs. Responsibilities may include:
a. Reviewing and updating CRM data as instructed
b. Verifying hotel websites for accurate branding and information
c. Gathering data from multiple sources and preparing presentations/documents for Partnership Review Meetings in collaboration with RDs/ADs
d. Utilizing reporting tools to generate necessary reports
e. Drafting new hotel proposals/contracts for the RDs
B. Office Management in Paris: Ensure the Paris office operates smoothly and reflects the values and reputation of Preferred Hotels & Resorts consistently. Duties include:
a. Welcoming office visitors and providing assistance as needed
b. Preparing meeting rooms, including coordinating food and beverage services
c. Managing incoming and outgoing mail and packages
d. Assisting in organizing office events and activities
e. Allocating workspace and meeting rooms as required
f. Ordering and maintaining office supplies throughout the year
g. Overseeing relationships with cleaning and maintenance service providers to ensure office cleanliness and upkeep of furniture and equipment.
C. General Administrative Support: The administrative team undertakes a variety of ad hoc tasks. The Team Coordinator will actively support the organization under the guidance of the Office Manager, including:
a. Arranging hotel accommodations and assisting with travel logistics as needed
b. Supporting event planning and execution
c. Completing expense reports for assigned executives
d. Assisting with business card orders
e. Formatting presentations and compiling reports
f. Performing data entry tasks
g. Undertaking other duties as assigned
REQUIRED QUALIFICATIONS
• Previous experience in office administration
• Proficient written and verbal communication skills in both French and English
• Ability to manage multiple communication channels simultaneously
• Strong proficiency in MS 365 Office Suite, including Word, PowerPoint, Excel, and Outlook
• High level of professionalism, capable of interacting with clients, staff, and company leadership
• Must possess organizational skills, flexibility, proactivity, effective time management, attention to detail, and a willingness to embrace challenges
WORK ENVIRONMENT
The working environment is situated in a prestigious office building in central Paris, featuring a beautifully designed workspace equipped with all necessary technology. The incumbent will primarily be seated during work hours.
This is a part-time hybrid position, involving remote work and in-office days that may vary based on operational needs.
TRAINING REQUIREMENTS
1. Orientation for Preferred Hotels & Resorts
2. CRM Training
3. SharePoint – company intranet
4. Power BI
5. Concur Expense System
DISCLAIMER
The information provided in this description is intended to convey the general nature and level of work performed by associates in this role. It is not designed to be an exhaustive list of all duties, responsibilities, and qualifications required of employees assigned to this position.
