Housekeeping Secretary Job Description

Housekeeping Secretary: Role and Responsibilities

The Housekeeping Secretary provides complete secretarial and administrative support to the Executive Housekeeper. This role oversees the housekeeping office operations, ensuring all functions are carried out and completed in accordance with hotel policies, procedures, and guidelines.

In addition, they must be able to communicate effectively, both verbally and in writing, with all levels of employees and guests in an attentive, friendly, polite, and service-oriented manner.

Duties and Responsibilities

Place and receive phone calls.
Draft letters and correspondence for the Executive Housekeeper.
Handle telephone and email inquiries, using an email system (e.g., Microsoft Outlook).
Photocopy and print various documents.
Set up and maintain computer-based documents, files, and information.
Create and maintain filing and other office systems.
Maintain the diary and set up appointments.
Schedule and attend meetings, prepare agendas, and take minutes.
Book meeting rooms and conference facilities for internal and external meetings.
Liaise with staff in other departments and with external contacts.
Translate and type department manuals and other materials.
Take minutes of departmental meetings and daily briefings.
Type, prepare, and collate reports.
Manage and maintain files and databases related to housekeeping and laundry.
Prioritize the workload of the Executive Housekeeper.
Implement new procedures and administrative systems.
Distribute all incoming and outgoing correspondence, faxes, and memos.
Open and maintain current employee files.
Manage and control all office supplies, stationery, and work forms.
Prepare the end-of-month attendance report.
Provide department orientation and tours for new housekeeping staff and trainees.
Assume other tasks assigned by the Executive Housekeeper from time to time.

Position Details and Qualifications

Position Title: Housekeeping Secretary

Reports to: Executive Housekeeper / Assistant Executive Housekeeper

Prerequisites

Must have a lively, friendly, and approachable personality.
Good typing skills and basic computer skills; must be intelligent, pleasant, and in good health.
Proficiency in computer programs such as MS Word, Excel, PowerPoint, and Outlook.
Work experience in hotel software (e.g., Opera, Protel, Fidelio) is an additional advantage.

Education

High School diploma or a Diploma in Hotel Administration, Hotel Management, Secretarial studies, or equivalent.

Experience

Two to three years of experience as a secretary.
Previous supervisory or assistant manager experience is preferred.

Sample Interview Questions

When interviewing for this position, it is important to assess organizational skills, communication skills, and familiarity with administrative tasks in a hospitality setting.

Can you discuss your previous experience in an administrative or secretarial role, especially in a housekeeping or hospitality setting? (Assesses relevant administrative experience).
How do you prioritize and manage various administrative tasks, such as scheduling, record-keeping, and communication, in a busy housekeeping department? (Assesses organizational and multitasking skills).
What software or tools are you proficient in for handling administrative tasks, such as scheduling software or document management systems? (Evaluates technical skills).
How do you handle communication between the housekeeping department and other departments or external parties? (Assesses communication skills).
Can you share an example of a challenging situation where your organizational skills were crucial in ensuring smooth housekeeping operations? (Looks for concrete examples of impact).
What steps do you take to maintain confidentiality and handle sensitive information, such as employee records or guest requests? (Assesses understanding of confidentiality).
How do you adapt to changes in scheduling or unexpected events that might impact the department’s administrative needs? (Evaluates flexibility and adaptability).

Salary Details

Salaries for a Housekeeping Secretary can vary based on factors such as experience, location, and the size of the establishment. In January 2022, the salary range for this position in the United States was around $35,000 to $50,000 per year. However, salary figures may have changed, so it is advisable to consult the latest industry salary surveys or HR professionals for the most current information. Salaries can also vary depending on the specific responsibilities of the position.