The Secretary/ Office Manager plays a pivotal role in the organization and coordination of the Swiss International’s processes, files and communication to the Swiss International hotel owners, its internal staff and consultants, the area managers and the hotels’ management team.  The role also entails that the procedures of the organization are fully implemented and adhered to by all concerned including its relevant filing; all according to the SOPs, the Swiss International’s values, mission and vision.

Responsibilities:

• Organize the timely reports including their filing system according to Swiss International’s standards.
• Manage and organize all data of Swiss International, its area offices, hotel owners, including but not limited to performance metrics, agreements, and communication records.
• Maintain payment records of Swiss International fees including their timelines.
• Manage the timely payments from hotels according to their respective deadlines from the hotels. Follow up as necessary to ensure timely submissions and payments.
• Act as the primary point of contact with hotel owners and their representatives for communications on their license/ management agreement obligations.
• Initiate and maintain regular correspondence regarding the reporting and payment schedules, updates, meetings, and follow-ups.
• Monitor the financial performance of Swiss International hotels and compile relevant for analysis for the purpose of accurate and timely payment collections.
• Identify areas for improvement and work closely with management to implement organizational enhancements.
• Manage, organize and file all legally binding documentation, including but not limited to license/ management agreements, development and representation agreements, consultancy agreements, contracts, invoices and bills. 
• Assist with relevant set-up and branding initiatives of the Swiss International offices and staff as required.

Knowledge, Skills and Abilities:

• Bachelor’s degree in business administration or Hotel Management.
• Minimum 2 year of experience in a similar role or in a senior role in the hospitality industry.
• Excellent communication skills, both written and verbal.
• Strong organizational and time management abilities.
• Proficiency in Microsoft Office suite and data management software.
• Ability to work independently and collaboratively in a fast-paced environment.
• Attention to detail and a commitment to accuracy.
• Flexibility to travel, if required.
• Verified analytical and abstract reasoning skills, plus excellent organization skills.
• Strong network of connections is an asset.
• Confirmed experience in building relationships and rapport.
• Very good sense of business.
• Demonstrated leadership ability, team management, and interpersonal skills.

Key working relationships:

• Area Managers/ Directors
• Hotel (General) Managers
• Hotel Owners and their representatives
• Swiss International Partners (audit firms, banks, office suppliers, etc…)
• President & CEO
• Chief Finances & Legal
• Director of License Services & Owner Relations
• Group Financial Controller
• Group HR, Training & QA Manager

Application Process: Interested candidates are invited to submit their resume along with a cover letter outlining their qualifications and relevant experience to hr@swissinternationalhotels.com . Please include “Business Administration Executive” in the subject line. Only shortlisted candidates will be contacted for further consideration.

Deadline: 15^th of April 2024. Applications received after this date, will not be considered.