Company Description
The Pullman Vung Tau Hotel features 356 rooms with contemporary designs inspired by the creative and vibrant coastal city life, offering guests a "bleisure" experience — a perfect balance between work and leisure. Our conference and event center spans over 2,321 square meters, comprising 2 grand ballrooms and 4 meeting rooms equipped with state-of-the-art facilities, accommodating up to 1200 guests. Guests can also meet, entertain, or relax while enjoying distinct and enticing culinary experiences at Riviera Restaurant with an international à la carte menu, Corniche Ultra Lounge serving Tapas or experiencing delightful beverages at the Lobby Bar or Poolside Bar. The Fit Lounge is open 24/7, and the outdoor pool bathed in natural light, complemented by Pullman's unique amenities such as the Welcomer service, Signature Pullman bedding, Connectivity Lounge, and Co-Meeting criteria, ensuring a satisfying stay for all guests.
Job Description
GENERAL MISSION
- To ensure the efficient administration of the Executive Office.
- To assist directly the General Manager in his responsibilities.
RESPONSIBILITIES AND MEANS
- Ensures that the day to day administrative needs are fulfilled.
- Be responsible for rendering secretarial and clerical services for the General Manager.
- Keeps all information confidential.
TECHNICAL RESPONSIBILITIES
- Inputs in the computer specific data when requested.
- Handles telephone incoming/outgoing calls.
- Arranges appointments for, and reminds of appointments and meetings.
- Keep files in good order.
- Handle different kind of bookings for owning companies
- Be in charge of expatriate contract follow-up including IMS, renewal, local language translation.
- Duty arrangements for department heads.
- Operation smile donnation register.
- Maintain proper communication including follow up with owning company, shareholders and Accor office.
- Assisting AAPC office’s employees for entry visa to Vietnam.
- Coordinate & arranging airline tickets & accomodation, visa for GM and department heads trips.
- Be responsible for the good order/cleanliness of own work area and equipment.
- Monitors the casual staff requisitions of departments.
- Follows up with approval of casual staff orders submitted by department heads and sends these orders to the supplier in most proper ways.
- Coordinates with the supplier in effective manner to make sure all casual staff fully attends the operations in terms of working schedule, quantity as required in the casual staff orders.
- Ensures casual staff strictly follows grooming standards, working regulations and hotel rules.
- Handles complaints and proposes solutions for problems concerning to employment of casual staff in daily operations.
- Ensures the accuracy of casual staff attendance record. Prepares monthly payment report and other reports as required by hotel management.
COMMERCIAL RESPONSIBILITIES
- Handles suppliers when requested.
ADMINISTRATIVE RESPONSIBILITIES
- Records and transcribes minutes of meetings.
- Drafts routine or simple correspondence as assigned.
- Typing correspondence, memorandums, circulars, reports etc
- Opens/dispatches mail relative to the division.
- Maintains office supplies.
- Performs special duties in relation with the division when requested.
HUMAN RESOURCE RESPONSIBILITIES
- Handles human relation duties for employees.
- Sees that employee’s complaints, needs are passed on to the General Manager.
- Conducts oriented training programs of Accor Group for employees in a regular basis.
REPLACEMENT AND TEMPORARY MISSION
- Performs other related duties and special projects as directed by the General Manager.
Qualifications
Essential Qualifications
Education:
- A bachelor's degree in hospitality management, business administration, or a related field (optional but advantageous).
- Relevant certifications in office management or secretarial courses are a plus.
Experience:
- Previous experience in a PA, Executive Assistant, or similar role.
- Familiarity with the hospitality industry is highly desirable.
Technical Skills:
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and hotel management software.
- Excellent typing speed and document preparation skills.
- Familiarity with scheduling tools and communication platforms.
Responsibilities to Prepare For
- Managing the GM’s calendar, arranging meetings, and coordinating travel plans.
- Acting as a liaison between the GM and hotel departments or external contacts.
- Preparing reports, presentations, and correspondence on behalf of the GM.
- Taking notes during meetings and ensuring follow-up on action points.
- Assisting with guest relations and handling VIP or special requests.
- Keeping the GM informed about hotel performance, guest feedback, and other key updates.
Languages
- Fluency in English is essential.
- Additional language skills, particularly those relevant to the hotel's location or clientele, are a significant advantage.
Additional Information
2 years related experience, including supervisory experience, or an equivalent combination of education and experience
