Residences Liaison

2 weeks ago

Hanoi, Vietnam Marriott International, Inc Full time

**Job Number** 23210905

**Job Category** Administrative

**Location** The Ritz-Carlton Residences Hanoi, 22 Pho Hang Bai, Hang Bai, Hoan Kiem, Hanoi, Viet Nam, Viet Nam VIEW ON MAP

**Schedule** Full-Time

**Located Remotely?** N

**Relocation?** N

**Position Type** Non-Management

**HOTEL DESCRIPTION**

The Ritz-Carlton Residences, Hanoi will form an 8-storey standalone building consisting of 104 units - one, two and three bedroom apartments. The Residences will be equipped with at least one indoor pool and pool deck, a fitness center with sauna facilities, a library lounge, a theater/ TV room, a kids’ activity room, and a games and billiards room. The Residences is projected to open Q1, 2024.

Strategically located in Hoan Kiem district, which is the most prime area in Hanoi. It is Hanoi’s central business district and is home to many grade A office buildings, surrounded by embassies, government offices, multinational companies, and major banks. It also offers excellent proximity to key facilities for expats and residents including top international schools (all within 30 minutes’ drive), high-end shopping centers, parks, and hospitals. Hoan Kiem is also the historical and cultural center of Hanoi and is home to the Old Quarter with major tourist attractions.

***

Provide administrative support for General Manager and/or Residence Managers. Document and communicate all requests/complaints to the General Manager and/or Residences Manager. Serve as primary point-of-contact for all Residence owners. Generate and implement newsletters and marketing programs. Attend Board of Directors meetings and put sign in sheet and all pertinent documents in place for the meeting. Prepare Owners’ Manual and schedule the welcome meeting with the General Manager and/or Residences Manager. Maintain Owners’ files to The Ritz-Carlton standards. Maintain accuracy of all legal state statutes and governing documents. Check that meeting notices and agendas are in place and posted on time. Maintain the Board binders. Assist with the Residence owners engagement survey. Notify Residence owners of matters regarding the Association. Maintain a Task Calendar and the operations plan. Collect the maintenance dues and implement in the system. Assist other employees to maintain proper coverage and prompt Residence owners and guest service. Participate in meetings regarding Quality Assurance audit and Operational Excellence. Coordinate Residence owners’ requests regarding move-in/out, vendors, decorators, realtors, etc., including all requirements (e.g. signed service agreement, liability waivers, detailed work order, proof of insurance, certifications, etc.). Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software. Take and distribute meeting minutes to appropriate individuals. Create and maintain computer
- and paper-based filing and organization systems for records, reports, documents, etc. Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, payroll, and answer inquiries. Operate standard office equipment other than computers such as telephone, typewriter, fax, photocopier, calculator, and electronic peripherals.

Follow all company policies and procedures, ensure uniform and personal appearances are clean and professional, maintain confidentiality of proprietary information, and protect company assets. Develop and maintain positive working relationships with others, support team to reach common goals, and listen and respond appropriately to the concerns of other employees. Speak with others using clear and professional language, and answer telephones using appropriate etiquette. Welcome and acknowledge all Residence owners and guests according to company standards, anticipate and address service needs, assist individuals with disabilities, and thank Residence owners and guests with genuine appreciation. Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as requested.

**CORE WORK ACTIVITIES**

**Administration**
- Provide administrative support for General Manager and/or Residence Managers.
- Coordinate departments (e.g., administrative, operating, and engineering services) directly affecting residents and serve as their liaison with homeowners and residents.
- Maintain accuracy of all legal state statutes and governing documents.
- Update the Managers guide to Operations Excellence when necessary.
- Open, read, and prepare answers to routine letters.
- Locate and attach appropriate files to incoming correspondence requiring replies.
- Complete supply requisitions and stock office supplies upon receipt.
- Coordinate floral and other vendor amenity requests with authorized suppliers in accordance with property procedures.
- Perform notary duties as needed, following regulations.
- Attend Board of Dir

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