Business Support Co-Ordinator

Exceptional Hospitality Starts with You

Picture yourself brightening someone’s day. When you join our Hotels team, that’s exactly what you’ll do every time you come to work! As an Administrative Assistant, you’re not just providing support to department managers – you’re spreading the light and warmth of hospitality by delivering memorable experiences that make the stay for every guest.

Executive Office

• Assist the General Manager in dealing with hotel-related official documents, such as owner's report, thank you letters, complaint letters and other business documents.
• Assist the General Manager / Guest Operations Manager in compiling guest data to be used for service quality improvement.

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• Co-ordinate all activities regarding Travel with Purpose, ESG and Lightstay.

F&B Service & Kitchen

• BEO Management
• Manage BEOs for Lunch, Dinner, Coffee Break, Meeting, and Event functions.
• Distribute BEO details to the F&B Service and Kitchen teams for preparation and execution.
• Follow up and update changes to ensure all relevant teams are informed.
• Petty Cash / Cash Advance Management
• Manage petty cash and cash advance requests for Operations activities.
• Support the clearing and settlement of cash advances.
• Prepare and summarize related expenses for follow-up and record keeping.
• Quotation & Price Comparison
• Request quotations from suppliers for products and services related to Operations.
• Prepare quotation and price comparisons for review and approval.
• Coordinate with suppliers to clarify product/service details and negotiate prices when required.
• Food & Beverage Purchase Requests and Purchase Orders (Birthstreet)
• Support Food & Beverage ordering through the Birthstreet system.
• Place food and beverage orders for functions, events, and Operations activities.
• Process Approve / Reject orders according to the established procedures.
• Monthly Beverage Inventory Stock Count
• Conduct physical beverage stock counts with the Finance team at the end of each month.
• Reconcile physical stock against system records.
• Check and summarize stock variances.
• Prepare the monthly beverage inventory report.
• POS Request Management
• Prepare POS requests for menus, functions, events, and Operations activities.
• Follow up on the status of POS requests.
• Coordinate with relevant teams to revise or update information when changes are required.
• Eagle System
• Prepare and maintain team member work schedules in the Eagle system.
• Support shift and schedule adjustments at the beginning and end of each month.
• Ensure team member schedules are updated accurately in the system.
• HACCP Documentation
• Prepare and maintain HACCP-related documents.
• Organize, file, and monitor relevant documents and checklists.
• Follow up on document status and support HACCP inspections and audits.
• Breakfast Operational Support (Peak Time)
• Support breakfast operations during peak periods when customer volume is high.

Engineering

• Work Order & Preventive Maintenance (PM) Tracking
• Maintain monthly records of work orders and PM activities, including completion status and outstanding items.
• Quotation & Price Comparison
• Request quotations from suppliers for products and services related to Operations.
• Prepare quotation and price comparisons for review and approval.
• Coordinate with suppliers to clarify product/service details and negotiate prices when required.
• Purchase Requests and Purchase Orders (Birthstreet)
• Coordinate purchase requests, purchase orders, quotations, delivery status, and spare parts documentation.
• Place ordering through the Birthstreet system.
• Process Approve / Reject orders according to the established procedures.
• Contractor Tracking
• Coordinate and follow up with contractors regarding assigned work and necessary contractual documentation.
• Audit and Document Control
• Maintain and organize Engineering records and documentation to ensure they are complete, up to date, and readily available for internal and external audits.

A Business Support Co-Ordinator at Hilton Garden Inn is always working on behalf of our guests and working with other Team Members to deliver outstanding results for the hotel. To successfully fill this role, you should maintain the attitude, behaviors, skills, and values that follow:

• A passion for the hospitality industry with a demonstrated eagerness to exceed guest expectations.
• Fluent command of English, both written and spoken to meet business needs.
• Knowledge of various computer programs, such as Word and Excel.
• Ability to manage time, resources, and personnel effectively and productively.
• Strong inter-personality skills and result oriented, open to feedback with flexibility.
• Ability to work independently and self-motivated to achieve result.
• Resourceful, creative and maintain flexibility.
• Take ownership of your actions and decisions.
• Able to operate with a sense of urgency and discipline.
• Minimum 1 – 2 years of relevant experience