Housekeeping Administrative Assistant

THE FAENA CULTURE

The FAENA Movement is one of culture, art and community. The FAENA Culture is steeped in the warmth and traditions of the south combining authentic and attentive hospitality with the world’s finest amenities. We act as a catalyst in making dreams a reality with the collaboration of ideas. Creating carefully curated spaces paired with excellence in service to delight the most sophisticated guests as they are indulged by the FAENA Culture.  

JOB OVERVIEW 

The Administrative Assistant for the Housekeeping Department provides comprehensive administrative support to the Director of Housekeeping and all Housekeeping Managers. This role is responsible for inventory management including mini bar, SOP compliance, monitoring budget and expense management as well as maintaining positive vendor relationships.

DUTIES AND RESPONSABILITIES

Administrative Support

• Assists the Director of Housekeeping and Housekeeping Managers with daily administrative tasks.
• Handles correspondence, emails, and phone calls, ensuring timely and accurate responses.
• Prepares, updates, and maintains departmental documents, including SOPs, training manuals, and performance records.
• Tracks and monitors departmental budgets, expenses, and supply inventories.

Operational Coordination

• Coordinates with other departments to ensure seamless housekeeping operations, including timely communication of updates or requests.
• Supports the scheduling and tracking of housekeeping staff assignments and shifts.
• Prepares daily, weekly, and monthly reports for room statuses, inspections, and staff performance metrics.

Project and Task Management

• Prioritizes and manage multiple projects and tasks as assigned by the Director of Housekeeping.
• Assists in organizing training sessions, team meetings, and special housekeeping events.
• Monitors deadlines and ensures timely completion of departmental initiatives.

Guest Services and Confidentiality

• Handles guest-related concerns that require administrative assistance with discretion and professionalism.
• Maintains confidentiality in handling sensitive departmental and guest information.

Budget and Expense Management:

• Monitors housekeeping expenses to ensure alignment with the department’s budget. 
• Assists in preparing the weekly and monthly consumptions to be in budget as required 
• Provides cost analyses to ensure efficient use of resources and effective purchasing. 

Inventory Management:

• Conducts and document weekly, monthly, and annual inventories counts for all supplies and equipment.
• Manages inventory levels for both housekeeping supplies and mini bar items.
• Coordinates restocking to avoid shortage or overstocking. 
• Documents any variance between actual expenses and budget amounts.

Mini Bar Inventory Oversight :

• Tracks mini bar items and manages replenishment orders.
• Reconciles mini bar consumption reports and coordinates with the Director of Housekeeping to ensure accurate billing. 

Compliance and standards Operating Procedures (SOPs):

• Ensures all administrative processes comply with company polices and standards.
• Support audits and inspections by providing accurate documentation when required.

Vendors and suppliers Relations:

• Maintains good relationships with vendors to ensure competitive pricing and quality services. 
• Handles communication regarding supply orders, delays or discrepancies. 

WHAT WE REQUIRE

• Minimum 2 years of experience in similar position in hospitality. 
• Strong organizational Skills, attention to detail and solid understanding of budgeting and administrative processes.
•  Fluency in English both verbal and non-verbal.
• Knowledgeable of system Birschtreet , opera, Micros , etc. (preferred)