Office Admin at Fairmont Hotels & Resorts

  • Full Time
  • Nairobi

Fairmont Hotels & Resorts

Job Description

Office and Administration Manager

As a sales coordinator, you will perform general office duties and support the sales team achieve their set objectives.

What is in it for you:

  • Employee benefit card offering discounted rates in Accor worldwide
  • Learning programs through our Academies and the opportunity to earn qualifications while you work
  • Opportunity to develop your talent and grow within your property and across the world!
  • Ability to make a difference in the local community through our Corporate Social Responsibility activities, like Planet 21

What you will be doing:

Reporting to the Cluster General Manager or his designate, responsibilities and essential job functions include but are not limited to the following:             

Administrative and Secretarial Support

  • Support the EXCOM by managing their schedules and deadlines while accommoding requests in a timely manner
  • Personally greeting all internal/external guests, offering support and directing enquiries
  • Consistently offer professional, friendly and engaging service
  • Administer the day-to-day operation of the Executive office
  • Prioritize all telephone calls, in-person visitors and schedule appointments
  • Provide all office administration duties such as written correspondence, email, photocopying and ordering office supplies
  • Maintain confidential filling system for correspondence, policies, standards, regulations and various matters related to the Executive office
  • Take minutes of meetings, compiles and distributes them
  • Types confidential reports and letters
  • Orders and coordinate travel for hotel staff and ensure that all flights have been authorized.
  • Arranges venue, equipment and refreshments for meetings as required by the Cluster General Manager
  • Answers telephones, screen calls and makes calls on behalf of the Cluster General Manager
  • Reads arrival list and VIP list to make Cluster General Manager aware of returning guests and VIP guests
  • Communicates with Front Office to organize appropriate gifts for VIP Guests
  • Maintains the highest level of confidentiality  regarding staff, business and guest information
  • Assists EXCOM in preparation and compiling of draft contracts, presentation and reports.
  • Assists with project proposals and special events
  • Collect organizers and provide appropriate research data by utilizing all available resources, analysis and resource administrative needs in innovative ways
  • Organize and supervise other office activities (recycling, renovations, event planning)
  • Enforcing systems, policies and procedures when and where required
  • Dealing with petty cash and its monthly reconciliation

Health and Safety

  • Ensures that all potential real hazards are reported and reduced immediately.
  • Fully understands the hotels fire, emergency and bomb procedures
  • Applies hotel regulations appearing to existing laws and regulations for safety.
  • Anticipate possible and probable hazards and conditions and either correcting them or take action to prevent them from happening
  • Maintains the highest standards of personal hygiene, dress, uniform, appearance, body language and conduct
  • Responsible business: show involvement and be interested in environmental and or social issues by participating in ESG and departmental activities.

Online Reputation Management

  • In charge of monitoring and improving how the business is viewed online.
  • Controlling correspondence
  • Trust You request tracking, monitoring and weekly reporting.
  • Respond to guest views via OTA’s Google and TripAdvisor and communicate to team members in a timely manner.
  • Reporting of Quality Assurance findings and recommendations to the team.


  • Attend meetings and trainings required by the Cluster General Manager.
  • Assist Heartists to perform similar or related jobs when necessary.
  • Ensures guest satisfaction by attending to their request and inquires courteously and efficiently.
  • Accepts flexible work schedules necessary for uninterrupted service to hotel guests.
  • Maintains own working area, materials and company property clean, tidy and in good shape; reports defective materials and equipment to the Cluster General Manager.
  • Continuously seeks to endeavor and improve own knowledge of the job function.
  • Is well updated and possesses solid knowledge of the following;
    • Hotel fire. And emergency procedures
    • Hotel health and safety policies and procedures
    • Hotel, facility and nearby sites of interest and importance i.e. (hospitals, stations, tourist sites)
    • Hotel standards of operation and departmental procedures.
    • Current licensing relating to the hotel
    • Accepted methods of payment by the hotel
    • Short and long term hotel goals, as well as corporate and marketing promotional programs.
    • Corporate clients and clients generating high business volume
    • Union agreements.


Your experience and skills include:

  • Proficient in Microsoft Office applications including PowerPoint, Excel and Microsoft Word
  • Able to work creatively with Canva
  • Previous experience in an administrative role required
  • University/College degree in a related discipline is an asset
  • A background or knowledge in PR, Legal and Marketing is preferred
  • Previous hotel experience preferred
  • Excellent communication and organizational skills
  • Strong interpersonal and problem solving abilities
  • Highly responsible & reliable
  • Ability to work cohesively as part of a team
  • Opera knowledge is an advantage

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