Secretary

General Goal:

To attend to visitors and telephone calls cordially and efficiently, and to assist the General Manager and the Administrator.

Responsibilities:

• Arrives on time in full uniform (clean and ironed) as specified in the Procedure Personal Appearance and Hygiene Standards Checks in and reports to the immediate supervisor.
• Helps visitors and guests and follows up on their needs.
• Informs the General Manager of all important information, activities or events that took place while he was away. Keeps the files in order.
• Answers and transfers calls politely and cordially; takes a message when the person in question is not able to take the call.
• Makes telephone calls requested.
• Keeps a list of long-distance calls and celular phone calls. Sends faxes and ensures that they are received.
• Distributes faxes received to the respective departments. Receives and distributes the mail, and makes a record of it in the log.
• Enters all information in the Quick books system for the control of Restaurant income and disbursements.
• Creates a CD containing the information generated by the Quick books system for the External Accounting Firm.
• Puts in any necessary requests for stationery.
• Fills out the Purchase Order for stationary, gets its authorization and sends it to the respective supplier.
• Distributes the stationery received to the different areas.
• Collects and safeguards lost and found items; any credit cards are reported to the respective consulate; when the guest in question contacts the Restaurant, the lost item is handed over to him, once he has satisfactorily identified himself.
• Assists the Administrator and the General Manager in writing letters and memorandum and making calls.
• Manages the agenda of the General Manager and the Administrator.
• Receives, reviews and checks sales information for the preceding evening, and sends the report to the Administrator.
• Enters the information into the QuickBooks System.
• Prepares the report on payments to suppliers.
• Receives invoices from suppliers. Delivers payments to suppliers.
• Receives reservations made during the day and provides a list of those reservations to the Hostess/Host.
• Transfers service telephone calls when leaving work. Keeps the work area clean.
• Makes coffee and provides all food and beverages requested by her superiors.
• Clocks out at the end of his/her shift.
• Picks up any trash or papers found lying around.
• Puts back in its place anything that is out of place.
• Carries out any task or job suggested by managers or those that are necessary to keep our standards of quality and those that are needed to keep our guests happy.
• Carries out all the activities written in the SOA (Anderson's Operating System).
• Knows the Quality Policy.
• Works towards the accomplishment of the Quality Objectives.
• Helps in the Continuous Improvement of the Procedures

Specific Area of Know-How Required:

• Administration and finances