Job overview To coordinate with staff, suppliers and management, to ensure that maintenance and repairs to the hotel are completed to an acceptable standard, thus ensuring continuity of service of all facilities within the hotel. To deliver consistently high levels of excellence to ensure satisfaction of both internal and external customer.
Duties and responsibilities To monitor daily the Opera list and keep a record of outstanding and completed tasks.
To issue jobs to the Duty Engineers and update records as to when and what time completed.
To be responsible along with the Chief & Assistant Chief Engineers for stock control and ordering of materials.
To liaise with external suppliers and contractors regarding the purchasing of consumable items.
To monitor and check stocks daily and complete a purchase order request form for the GM to sign.
To answer the office phone and take messages and deal with all related hotel enquiries for maintenance requests.
To issue and check all daily worksheets from all staff and ensure they are completed daily before all staff leave at 16.30.
To print off new worksheets and ensure that all forms and timesheets are readily available.
To be responsible for the departmental Fourth Account, and along with the Chief/Assistant Chief Engineer, ensure that the rota is closed and submitted on time, including any overtime payment forms.
To keep the office paperwork up to date including all orders, delivery notes, statutory forms etc. To ensure that all departmental and mandatory records and paperwork is kept up to date and filed correctly.
Along with the Assistant Chief Engineer, the coordinator will monitor all daily contractors and agency staff and be responsible for completing their timesheets.
The coordinator will be responsible for issuing permits to work for the various contractors and ensuring they are signed by the Chief/Assistant Chief Engineer and filed for future inspection.
To assist the Assistant Chief Engineer, complete all monthly rotas for all engineering staff minimum one month in advance. Additionally, to complete and monitor a departmental holiday planner and Planned Maintenance chart and update as necessary.
To check daily the BMS system and report any faults to the Duty Engineers.
To assist the Assistant Chief Engineer with all departmental staff training and ensure that all training records are up to date and filed for inspection.
The Coordinator should familiarise his/herself with a technical terms and material names so as to be able to liaise with relevant suppliers.
To build up a database of nominated suppliers and frequently check prices to ensure the hotel is getting the best value for money.
To liaise with Housekeeping and Front Office and Departmental Heads and Duty Managers daily to ensure jobs are prioritised and completed on time.
Costs and Efficiency To minimise wastage at all opportunities
To be responsible for stock control as required by the Chief Engineer
To follow the purchasing policy of the Hotel and to use only nominated suppliers
To actively promote an energy efficient culture throughout the department
Customer Relations To respond to guest comments positively passing feedback to the Chief Engineer
To use the guests name when entering a bedroom
To project a positive image to the Hotel at all times through manner and appearance
To suggest ways of improving the Hotel and its facilities from feedback gained from Guests.
To assist new members of staff with their role and conduct on-the-job training as required
Benefits Meals on duty
Staff uniform
Monthly performance-based incentives
Company pension contribution after you passing your probation period
Recommend a friend fee
20 days holiday plus 8 bank holidays
Training fund assistance of NVQs
Awards and Recognition Programme
Seasonal annual parties
Staff rate with IHG hotels globally
Notes: This job description is intended to illustrate the primary duties and responsibilities of the Office Coordinator at theHoliday Inn London Kensington High Street. This document reflects the job content at time of writing and will besubject to periodic changes in the light of changing operational and environmental requirements. Such changes willbe discussed with the job holder and the job description amended accordingly. The statements in this job description are intended to represent the key duties and level of work beingperformed/required and are not limited to the above detailed duties & responsibilities.They are intended as a guideline and are subject to change dependent on business needs.
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