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

With thousands of hotels in over 100 countries and territories Hilton offers countless opportunities to delight. From an open door to a welcoming smile and an exceptional experience we offer the millions oftravellerswho stay with us every year a welcome they will never addition to our flagship brand Hilton Hotels & Resorts the family of brands includes Waldorf Astoria LXR Conrad Canopy Curio Collection DoubleTree Hilton Garden Inn Hampton and many others.

If you appreciate the impact global travel can have on the world you may be just the person we are looking for to work as a Hilton Team Member. Because its with Hilton where we never forget the reason were here: to delight our guests Team Members and owners alike.

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.

Key Responsibilities / Main Duties

• 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

• Support onboarding documentation for new hires

• Coordinate with external vendors or partners when required

Guest and Team Member Experience

• Full adherence on the companys policy on Harassment and Violence-Free Workplace

• 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.

Financial

• 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 Hotels 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.

Confidentiality

• Ensures that the confidentiality of all Team Member information and benefits packages must be strongly adhered to.

Operational

• 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.

EOE/AA/Disabled/Veterans

What are we looking for

A Front Office Secretary serving Hilton Brands is always working on behalf of our Guests and working with other Team Members. To successfully fill this role you should maintain the attitudebehaviours skills and values that follow:

• 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

• High level of attention to detail and accuracy

• Ability to handle confidential information with discretion

What will it be like to work for Hilton

Hilton is the leading global hospitality company spanning the lodging sector from luxurious full-service hotels and resorts to extended-stay suites and mid-priced hotels. For nearly a century Hilton has offered business and leisuretravellersthe finest in accommodations service amenities and value. Hilton is dedicated to continuing its tradition of providing exceptional guest experiences across its global brands. Our vision to fill the earth with the light and warmth of hospitality unites us as a team to create remarkable hospitality experiences around the world every day. And our amazing Team Members are at the heart of it all!