Secretary - Front Office (Pre-Opening) Waldorf Astoria Kuala Lumpur

The Front Office Secretary provides administrative, organizational, and communication support to the Front Office team. This role ensures efficient office operations, accurate record-keeping, and seamless coordination between departments while maintaining professionalism and confidentiality. Manage calendars, appointments, and meeting schedules for the Front Office leadership. Prepare reports, memos, and correspondence. Maintain filing systems (digital and physical). Handle incoming calls, emails, and internal communication. Act as a liaison between Front Office and other departments (Housekeeping, Sales, HR, etc.). Assist in disseminating information, SOPs, and updates to the team. Support internal meetings (minutes, follow-ups, action tracking). Assist with daily Front Office reports (occupancy, arrivals/departures, VIP lists). Provide additional support to the Rooms Controller and Front Office operations as deemed necessary to meet operational requirements. Monitor and track departmental documents and compliance records. Handle basic guest inquiries or redirect appropriately. Coordinate with external vendors or partners when required. Guest and Team Member Experience. Ensures a strong professional relationship with all levels of Team Members within the hotel, taking an active interest in their welfare, safety and development. Respectful of the time of the organization as well as that of other Team Members. Puts a high value in promptness for any related work attendance matters, be it training, meetings or daily work. Encourages Team Members to be creative and innovative, challenging and recognizing them for their contribution to the success of the operation. Ensures that all hotel, company and local rules, policies and regulations relating to financial record keeping, money handling and licensing are adhered to, including the timely and accurate reporting of financial information. Keep oneself informed and updated of the Hotel’s financial goals. Focuses attention in improving productivity levels and prudently manage the energy efficiency of all equipment. Ensures new technology and equipment are embraced, improving productivity while taking work out of the system. Ensures that the confidentiality of all Team Member information and benefits packages must be strongly adhered to. Monitors and maintains the proper appearance of the office area. Ensures that the Waldorf Astoria Brand Service Standards is fully implemented and adhered to. Participates in and supports Waldorf Astoria Ambassador Network initiatives for Team Members and participates in the Waldorf Astoria Ambassador Network Committee Meetings (as necessary). Coordinates and assists in team activities and promotes a “can-do” attitude. Sets an example for a high standard of personal hygiene and luxury grooming. Attends training sessions and meetings as when required. Carries out any other reasonable duties and responsibilities as assigned. A Front Office Secretary serving Hilton Brands is always working on behalf of our Guests and working with other Team Members. Strong proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint). Excellent written and verbal communication skills in English (additional languages are an advantage). Strong organizational skills with the ability to multitask and prioritize effectively. Operational. High level of attention to detail and accuracy. Ability to handle confidential information with discretion.