Resort Admin / Instructor (Greece)

Ocean Elements

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Job Description:

As the Resort Admin / Instructor you will have a split role between Watersports instructor and be responsible for the administrative function for the resort you are placed in.  You will liaise with the Activities Manager and or Supervisor, Hotel Manager (where appropriate), Kids Club Activity Leader and external suppliers to deliver all administrative and admin preparation tasks. This is a varied role and is well suited to a responsible and highly organised individual who is keen to be involved in all aspects of resort administration. There will be additional adhoc duties that you will be willing to be involved in at all times although the key accountabilities detailed below describe the role in more detail.

Key Accountabilities & Responsibilities:

Sales

  • Identify options suitable for the customers’ enquiries and support the waterfront staff with booking extras and taking payments for adhoc tuition and activity sessions
  • Ensure all in-resort advertising literature is accurate and distributed to ensure session capacity is maximised
  • Ensure that all enquiries dealt with in a timely manner and opportunities to cross /up-sell, are maximised

Customer Focus

  • Be a central point of contact & knowledge in the office, representing the company in a professional, cordial and helpful manner over the phone and via e-mail.
  • Interacting with all guests in a professional yet relaxed fashion
  • Distribute, communicate, collect and input Customer Satisfaction Questionnaires into the company system for feedback to the UK and Ocean Elements Operations Manager providing feedback to Transfer companies, Activities Manager/ Supervisor to ensure the resort Management Team and suppliers identify and act upon areas for improvement
  • Ensure each customer receives a pre departure call before arriving at resort. 
  • Update social media channels weekly to reflect resort, guest, staff, weather and property updates

Operational

  • Respond to Telephone and E-Mail enquiries, local bookings, walk ins and other guest related queries and resort administrative tasks
  • Load, take payment and communicate any extras added onto the guest package in resort
  • Ensure safe and secure handling of payments taken through the company’s operational system.
  • Carrying out monthly stock takes
  • Filling CSQ’s and other feedback
  • Organise Rooming lists and complete Transfers preparation, communicating with Hoteliers/Activity Manager/ Child Care Team to ensure all customer additional requests are being delivered
  • Author, Compile and distribute daily and weekly guest activity sheets/newsletters and weather reports
  • Prepare and distribute weekly, new booking and sign in sheets ready for new guest arrivals to the Activities Manager / Supervisor and Kids Club team
  • Print and distribute, collate and input managers weekly Health and Safety Audit
  • Register RYA licenses issued to guests on the Royal Yachting Association website
  • Assisting other departments as per operational needs
  • Complete monthly stock takes and weekly sales/stock order forms to ensure timely delivery of all resort orders and stock management in line with set budgets
  • Archiving and filling of all Activity Kids Club, Waterfront or Hotel paperwork ensuring accurate and organised records are maintained at all times

Person Specification (assessed via application, assessment centre or interview as appropriate):

Each of the criteria below is rated as Essential (E), Highly Desirable (HD) or Desirable (D). We place considerable emphasis on your Personal Qualities as the training and support we provide can often strengthen any weaknesses that exist in other areas.

Personal Qualities

  • Ability to work to challenging and often changing deadlines  (E)
  • Strong social/People skills/Cheerful/Outgoing (E)
  • Motivated/Passionate / Enthusiastic (E)
  • Ability to work alone and as part of a team (E)
  • Ability to cope under pressure (E)
  • Willingness to work hard / long hours (E)
  • Adaptable / Flexible Attitude (E)
  • Honest and Trustworthy (E)
  • Professional and Reliable (E)

Skills & Ability

  • Highly Organised (E)
  • Strong IT skills including the full Microsoft Office Suite (E)
  • Literate and numerate  (E)
  • High level of attention to detail (E)
  • Strong written and verbal communication skills; Excellent telephone Manner (E)

Experience

  • Beach Club / Water Sports industry knowledge (D)
  • Sales Experience (E)
  • Customer Service (E)
  • Communication Skills (E)
  • Problem Solving (HD)
  • Organisation and planning (E)
  • Literate / Numerate (E)
  • Fluent spoken and written English (E)
  • IT and Admin skills (E)
  • Transferable Work Experience (E)

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