Laundry Secretary - Couples Negril

Job Purpose

The Laundry Secretary is responsible for providing comprehensive administrative support to the Central Laundry Department by ensuring the accurate management of records, reports, inventory, and communication. This role supports the efficient processing and distribution of linens, uniforms, and guest laundry for all Couples Resorts properties serviced by the Central Laundry, ensuring departmental operations align with the company's service excellence standards.

Key Responsibilities

Administrative Support

• Provide administrative and clerical support to the Laundry Manager.
• Prepare correspondence, reports, presentations, memoranda, and departmental documentation.
• Maintain confidential employee and departmental files.
• Schedule meetings, interviews, and training sessions for the department.
• Answer telephone calls, emails, and internal correspondence promptly and professionally.
• Maintain an organized filing system for both electronic and hard-copy documents.

Operational Records

• Maintain daily production reports for all laundry operations.
• Record daily linen processing volumes by hotel and category.
• Maintain records of linen movement between the Central Laundry and all Couples Resorts properties.
• Prepare daily, weekly, and monthly operational reports for management.
• Monitor guest laundry records and ensure documentation is complete and accurate.
• Maintain records of discarded linens, condemned items, and replacement requests.

Inventory Control

• Maintain inventory records for:
• Linen
• Terry items
• Laundry chemicals
• Office supplies
• Laundry operating supplies
• Prepare purchase requisitions for departmental supplies.
• Verify deliveries received against purchase orders and delivery notes.
• Report inventory shortages or discrepancies to the Laundry Manager.
• Assist with monthly inventory counts and stock reconciliation.

Communication & Coordination

• Coordinate communication between the Central Laundry and:
• Couples Negril
• Couples Swept Away
• Couples Sans Souci
• Couples Tower Isle
• Housekeeping Departments
• Purchasing
• Engineering
• Follow up on linen shortages, delivery schedules, maintenance requests, and operational concerns.
• Coordinate courier documentation and delivery schedules where applicable.

Financial Administration

• Maintain expenditure records for the department.
• Assist with budget tracking and cost-control documentation.
• Compile monthly departmental statistics and Key Performance Indicators (KPIs).
• Prepare reports on chemical consumption, linen replacement, production output, and labour statistics.

Compliance

• Maintain all departmental documentation in accordance with Couples Resorts policies and procedures.
• Ensure confidentiality of payroll, personnel, and operational records.
• Assist with internal and external audits by preparing requested documentation.
• Maintain records relating to health and safety inspections and equipment servicing.

Qualifications

• Associate Degree or Diploma in Business Administration, Office Administration, Secretarial Studies, or a related field.
• Minimum of two (2) years' experience in an administrative or secretarial position.
• Experience within a hotel or hospitality environment is an asset.
• Experience using Microsoft Office Suite, particularly Excel, Word, and Outlook.

Knowledge & Skills

• Excellent organizational and administrative skills.
• Strong written and verbal communication skills.
• Advanced proficiency in Microsoft Excel for data entry and reporting.
• Excellent attention to detail and accuracy.
• Strong analytical and record-keeping abilities.
• Ability to maintain confidentiality.
• Excellent time management and multitasking skills.
• Ability to work independently with minimal supervision.
• Strong customer service orientation.
• Ability to work effectively in a fast-paced operational environment.

Working Conditions

• Office-based within the Central Laundry facility.
• Frequent interaction with operational staff and department managers.
• Occasional visits to the production floor.
• May be required to work weekends or public holidays based on operational requirements.

• Are you the right person?
• Please submit your application and resume online by July 17th.