Operations Admin Officer

FILINVEST COMPANY: CHROMA HOSPITALITY INC.

POSITION SUMMARY:

Under the general guidance and within the limits of Chroma Hospitality, Inc. policies, procedures, and manuals; the Operations Officer is responsible for providing functional support to the Operations team of the Chroma Hospitality and its managed business entities.

SCOPE AND RESPONSIBILITIES

1. ADMINISTRATION FILES AND RECORDS MANAGEMENT - In the absence of the Operations Admin Assistant, the Operations Officer shall:

• Assist in managing the Purchase requisition and inventory of Operations requirements and new F&B projects as assigned by the VP of Operations.
• In the absence of the Admin Assistant, he/she administers Cash Advance requisition, Reimbursements, and filing of expense reports for the Operations team
• Provide administrative and personal assistance to the Operations team members.
• Monitor and Inventory all Brand Standards, P&Ps, and Memos that are released by the Operations Team
• In the absence of the Admin Assistant, he/she is in-charge of taking the minutes of the meeting in all meetings organized by the Operations Department and in any other meetings as assigned by VP of Operations and other department heads.
• Prepares business case presentation and speaking engagement presentations of the Department Heads.
• Create letters, memos, P&Ps, and other correspondences assigned by the VP of Operations and other department heads and managers. Maintain a file of said documents
  

2. REPORTS

• Prepare Operations Monthly Reports, Sales Reports, and other relevant reports to the Operations Departments as assigned by the VP of Operations and departments managers.
• Ensure timely creation and submission of required reports by promptly coordinating with concerned property leaders and team members.
• Communicate with key Operations Leaders for the timely completion of required reports.

3. BRAND STANDARDS AND POLICIES AND PROCEDURES MAINTENANCE

• Monitor all P&Ps and Brand Standards released to existing properties and provide copies for new hotel openings
• Updates the Document Library of the Department as new resources are released
  

4. PROPERTY SYSTEM IMPLEMENTATION AND SUSTENANCE

• Assist in uploading recipe requests from the properties into the system and ensure timely completion.
• Assist in uploading selling price of menu items into the system.
• Communicates with the key team members in our managed properties for any operations-related project implementation for timely completion of requirements.
• Act as an active member or project head (as assigned by the VP of Operations) for any project implementation in all Chroma Managed business entities with the involvement of the Operations Department.
• Assist in the full implementation and standardization of the Recipe Management and LS Central in all managed business units of Chroma Hospitality.
• Assist the business units in the stabilization phase of the system implementation by providing necessary training and system support.
• Ensure that all data modifications to the system's implementation are properly documented and approved by the project head.
• Extract available data in the system on a regular basis and provide analysis to be presented to F&B Director and VP of Operations.
  

5. QUALITY ASSURANCE MONITORING

• Assist in conducting systems audit in areas covered by the Operations Department as deemed necessary by the VP of Operations.
• Assist the Rooms Division, Food and Beverage, and Food Safety and Hygiene in completing and documenting the Quality Audits, if necessary.
  

6. OTHERS

• Ensure confidential matters are kept as such
• Perform related functions and special projects as may be assigned from time to time by the VP of Operations.
• Maintain the highest standards of professionalism, ethics, and attitude toward all guests, clients, and employees
• Active involvement in the protection of the environment. Reduce consumption of consumables (electricity, gas, water, supplies, etc.) reuse and recycle whenever possible. Dispose of waste in accordance with established guidelines for waste segregation
• Be familiar with and abide by the requirements of the company's environmental management system (EMS).

COMPETENCIES AND SKILLS REQUIRED

• Oral and written proficiency in both Filipino and English
• Well-versed in Word, Excel, PowerPoint, and other programs
• Ability to organize and motivate large teams
• Goals oriented
• Exceptionally self-motivated and directed
• Ability to interact effectively with staff, management, and external suppliers.
• Ability to prioritize task and manage multiple projects
• Familiarity with software applications relevant to the administrative role (eg. Business and LS Central)
• Experience in leading or participating in system implementation projects, including Recipe Management and LS Central.
• Ability to coordinate and manage various aspects if projects, including documentation, training and implementation phases.