Office Executive

Job Description

Only 20 minutes drive from Nadi International Airport, Port Denarau Marina is Fiji’s premier marina facility. As the hub of the integrated Denarau Island Resort, Port Denarau Marina is the gateway to exploring the idyllic sun drenched tropical isles of Fiji’s Western Division.

The Office Executive is responsible for delivering high-level administrative support to the CEO and front office administrative support to ensure the smooth operation of daily tasks in the office. The role demands strong organizational skills, attention to detail effective communication and a commitment to confidentiality. The incumbent is tasked with implementing and enforcing marina policies and procedures, ensuring exceptional customer service and customer satisfaction. The position reports directly to the CEO and involves continuous collaboration with the management team.

Outcomes

Organisational Stakeholders
1. Administration support performed efficiently
Administrative Support: o Provide administrative assistance to ensure the effective operation of the office. o Manage and organize office files, documents, and records. o Handle incoming and outgoing correspondence, emails, and phone calls.
2. Teamwork and cooperation
Scheduling, Coordination and Communication: Schedule and coordinate meetings, appointments, and travel arrangements for executives and team members. Maintain office calendars and ensure timely reminders for important events and deadlines. Schedule and coordinate meetings, appointments, and travel arrangements for executives and team members. Maintain office calendars and ensure timely reminders for important events and deadlines. Actively plan, organize, lead and manage corporate social responsibility aspects of the business in liaison with CEO and management.
3. Office Maintenance and up Keep
Office Maintenance, Visitor Management and Meeting Support Ensure the office environment is clean, organized, and well-maintained. Oversee office supplies and equipment, replenishing as needed. Coordinate with relevant vendors for office maintenance. Greet and assist visitors, clients, and employees. Manage the reception area and ensure a professional and welcoming atmosphere. Prepare meeting agendas, documents, and presentations. Attend meetings, take minutes, and distribute meeting notes as required. Ad-hoc information request by superiors addressed in a timely manner
4. Record Keeping and Problem Solving
Data Entry, Record Keeping and Problem Solving: Input and update data into various databases and systems. Maintain accurate and up-to-date records of office activities. Address and resolve administrative issues as they arise. Collaborate with team members to find effective solutions. Confidentiality maintained with information handling
5. PDML's image and values demonstrated and upheld at all times
Image and value standards demonstrated and maintained Work cooperatively as part of the management team Engender a sense of: Cooperation, efficiency and productivity Workforce awareness of safety, health, security and environment Support toward the alignment of deliverables to organisational values and strategic directions ensured Organisational values and good corporate and governance practices are complied with in delivering outcomes ensured
Product's Stakeholders
1. Statutory and operationally compliant organisation (department / division)
Statutory and regulatory compliant Compliance with operational procedures Risk compliant

Responsibilities - Critical Competencies

Competence	Description
Business
Strategic Development	Establish the strategic direction and steer the organisation towards its goals
Planning	Deliver results by developing, reviewing or following a work plan, action plan or operational plan.
Documentation	Communicate using formal business writing.
Communication	Exchange information through verbal communication
Customer
Relationship Building	Build beneficial relationships with suppliers and stakeholders.
Quality Focus	Deliver quality.
Organisational Values	Display the organisation's image and value standards.
People
Facilitation	Assist the progress of work ensuring its timely and effective completion.
Problem Solving	Develop practical solutions to a situation.
Self-Management	Manage your priorities and objectives efficiently and effectively

Qualifications

Qualification	Discipline	Notes
Preferred
Degree	Business Administration
Preferred
Certificate	Front office certificate	Including Diploma

Work Knowledge and Experience

Ability to organize sales, service, maintenance.
Proven management background
Knowledge of modern Office methods, equipment and procedures and is proficient in the use of Microsoft Office applications
Knowledge of standard safety precautions and first aid procedure.
Ability to establish and maintain effective working relationships with boatmen, concessionaires, and the general public.

Requirements

Language Proficiency
Excellent command of English
Regulatory Compliance Requirements
Drivers Licence

Interactions

Interaction	Comments
Internal
All staff
Chief Executive Officer
Management Team
External
Auditors
Business clients
Contractors
Customers
Emergency and Rescue Agencies
Government Officials
Regulators
Statutory Authorities
Suppliers
Tenants
Training Institutions

Attributes

Attribute	Definition
Behavioural Styles
Accountable	Assumes full responsibility for own actions and identifies with the success or failure of own part of the overall work/goal.
Detail oriented	Attends to the small elements of a task/activity, ensuring completeness and accuracy.
Innovative	Devises new and creative ways to do things comes up with original ideas.
Integrity	Adherence to moral and ethical principles; soundness of moral character; honesty.
Interpersonal Styles
Objective	Impartial and honest in dealings with others, eliminating own feelings and view to reach a balanced judgement.
Perceptive	Shows keen insight and understanding of issues or situations.
Realistic	Shows concern for facts and reality, rejecting the impractical.
Team Oriented	Enjoys being with others as part of a group or team.
Thinking Styles
Analytic	Able to separate things into their constituent elements in order to study or examine them, draw conclusions, or solve problems.
Initiative	Takes action and makes decisions without the help or advice of other people.
Well Organized	Controls tasks in a well thought out and critical manner

Nadi, Fiji

Location

06 May 2024

Date Posted

5 days ago

Closing Date

N/A

Salary

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