Job offer: Office Multitask Officer

Scope of Work                                                                                    

The job divides into three sections

Duties and Responsibilities

1. Administration Support

• Raising invoices and sending to Tour Operators/direct clients
• Follow up on debtors outstanding payments
• Updating invoice book with payments received
• Issuing statement for clients
• Banking Of cash collection
• Making payments at government offices for services
• Maintaining monthly staff attendance timesheet and handing over lateness/absenteeism report to accountant for salary
• Prepare and hand- in sick leave claim
• Prepare and hand in monthly attendance for SMA students and Employment Scheme
• Creating and maintaining office systems, including data management and filing.
• Take notes or dictation at meetings
• Organizing and maintaining diaries and making appointments.
• Dealing with incoming email and post, often corresponding on behalf of the manager.
• Liaison with local authorities and service providers to ensure smooth operation.
• To comply at all times with the Silhouette Cruises Ltd Standards and Procedures.
• Assist with all company office administration requirements
• Any other administrative work required by management.

2.Operation Support

• To liaise with the company vessels when necessary.
• To liaise with the company Purchasing Manager, Maintenance and Operations Manager
• Assist with purchasing of supplies/spare parts locally and internationally.
• Liaising with clearing agent for cargo clearing.
• Coordinate transfers, pickups, drop offs, excursions, flights etc..
• Assist with guest relations/welcoming and farewell.
• Any other operation work required by management.

3.Marketing Sales and Reservations

• Become familiar with company products and programs.
• Assist with creating and providing marketing materials, brochures, flyers, information sheets etc.
• Liaise with foreign and local agents/clients, promoting our product.
• Assist with digital and network promotion platforms, Facebook, Instagram etc.
• Assist with welcoming and introducing agent and tour operator to our product.
• Assist with rate sheets, contracts etc.
• To deal with telephone reservation, email, correspondence and to respond to guest requests daily
• To maintain high level of guest telephone contact skills while promoting the charter / cruise through good selling and communication skills.
• To achieve an optimum level of cruise occupancy and to ensure budgeted targets are met.
• To be fully conversant with all market segment and rate plans, together with special rates and packages.
• To maximize revenues by utilizing effective up selling techniques.
• To liaise daily with the Reservations Manager regarding business on the books and the strategy for the day.
• Ensure that information is accurate at all times in the Reservation database.
• To handle customer queries and complaints relating to their Reservations.
• To complete additional tasks as and when directed by the Reservations Manager, or in the absence.
• Ensure Profiles are maintained and updated on a regular basis to provide accurate Company or Individual Guest information as directed by the Reservations Manager.
• To maintain the Reservation files in an up to date and accurate manner.
• Updating online booking platforms.
• Assist with any other marketing, sales and reservation duties required by the management.