وصف الوظيفة
Role Overview
Administration Assistant at wasl Viya, the UAE's leading golf and hospitality management group. Reports to the Director of Operations and Assistant Office Manager. Department: Admin & General.
Company Overview
Viya is the UAE's leading golf and hospitality management group, operating a portfolio of championship golf courses, award-winning restaurants, premium leisure and recreation facilities, innovative entertainment concepts, and digital platforms. The group operates Emirates Golf Club, Dubai Creek Golf & Yacht Club, Jumeirah Golf Estates, Yas Links Abu Dhabi, Saadiyat Beach Golf Club, Yas Acres Golf & Country Club, Topgolf Dubai, Tiger Strikes, Viya Fit, and Viya Padel. As part of wasl Hospitality & Leisure, Viya is recognized as a guardian of golfing heritage and a leader in modern hospitality. Operations are underpinned by the Viya App, a loyalty-driven platform that integrates bookings, rewards, and spendable benefits across the portfolio. The organization is dedicated to innovation, sustainability, and excellence.
Viya has a thriving, multicultural workforce representing over 80 nationalities, including both Emiratis and expatriates.
Role Purpose
The Administration Assistant supports the Office Manager and Assistant Office Manager in executing behind-the-scenes administrative functions that keep the venue functioning efficiently. The role ensures smooth office operations through communication management, document handling, supply coordination, payroll support, and employee administration tasks.
Key Responsibilities
Communications & Documentation
- Receive and distribute communications.
- Collect and mail documents for Dubai Golf Executive Committee and Support Services approvals.
- Exhibit polite and professional communication via phone, email, and mail.
- Provide information by answering questions and requests in accordance with Dubai Golf and Topgolf Dubai Policy.
- Provide historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions.
Administrative Operations
- Provide administrative support to Assistant Office Manager to ensure efficient operation of office.
- Prioritize tasks according to importance, ensuring they are delivered accurately and in timely manner.
- Carry out daily checks on printer and other office equipment by reporting any malfunctions and calling for repairs.
- Maintain inventory of office supplies and anticipate supply needs; ensure prompt ordering and receipt of supplies.
- Maintain associate data, logs, and records up to date in Hotschedules.
- Support team by performing tasks related to Topgolf Dubai organization.
- Contribute to team effort by accomplishing related results as needed.
Finance & Cash Management
- Provide support with finances through petty cash handling, safe counts, change orders, and daily cash tips reconciliations.
Human Resources & Recruitment
- Maintain employee confidence and protect operations by keeping human resource information confidential.
- Coordinate employment-related appointments, conduct venue orientation, and maintain records and information.
- Welcome new colleagues to the organization by conducting orientation and uniform distribution.
- Provide payroll information by collecting and updating time and attendance records.
- Assist associates with all leave-type applications, flight ticket coordination, and related documents.
- Handle administrative tasks on recruitment and hiring.
- Support department hiring procedures and submit related documents required by Dubai Golf Human Resources.
- Maintain employee records related to updating employee work performance, status change, disciplinary matters, and recognition.
Facilities & Safety Management
- Implement controls of associate locker spaces and Free Talk Radios within the venue.
- Participate in training as a Fire Marshall or First Aider as requested.
Customer Relations & Service Quality
- Maintain internal and external customers confidence and protect operations by keeping information confidential.
- Demonstrate Topgolf Mission, Vision, and Core Values.
- Apply the 4 Service Targets throughout serving internal and external customers.
- Apply the 4 Service Steps throughout serving internal and external customers.
- Demonstrate Dubai Golf Mission, Vision, and Values.
Information Security
- Read, understand, and comply with all applicable Information Security Policies and Procedures of wasl DG.
- Cooperate, coordinate, and share information with Internal and External Audit teams as appropriate and applicable.
- Attend Information Security Awareness sessions conducted by the wasl IT Department.
- Immediately report all Information Security breaches, events, weaknesses, and incidents (actual or suspected) to the IT Service Desk.
Committee & Project Participation
- Represent the department or group in various committees, such as the Staff Committee, Green Theme (environmental), Food Committee, and Sport Committee or projects.
- Participate in various extra activities contributing towards individual and organizational growth in line with the Club's strive for continuous improvement.
Additional Information
- Supervises: Not applicable.
- Participate in training as a Fire Marshall or First Aider as requested by the organization.