Dusit Thani Krabi Beach Resort

Secretary to Director of Finance & Accounting

June 12, 2024
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Job Description

PRIMARY RESPONSIBILITIES:

• Works in closed cooperation with the Director of Finance & Administration. She is her shadow and has to work in perfect line with her instructions and comments.
• Support the Director of Finance & Administration in her tasks and schedule.
• The Secretary is responsible to route each of them to the right place. She will then pick up at the beginning and at the end of her shift, all the papers from the Finance pigeon holes. She will then organize them and put all documents concerning the Director of Finance & Administration on her desk. She will then route them strictly as per instructed by Director of Finance & Administration and will make the copies accurately when required.
• The Secretary will ensure that all documents are filed on time, at the right place and with the standard established.
• The Secretary must know by heart where to find and to classify any document to be able to find it back very quickly to Director of Finance & Administration.
• The Secretary will organize the schedule of the Director of Finance & Administration in advance and remind her in advance to make sure that he does not miss an appointment or meeting and has time to prepare it.
• To co-ordinate with Owing Company in all licenses, all insurance and maintain to renewal.
• Keep all contract such as Purchasing contract, IT contract, A/P contract and others contract for Director of Finance & Administration and remind Director of Finance & Administration in advance 3 months before renewal.
• To discharge his/her duties in an effective and efficient manner.

Administration
• The Secretary will attend the required meetings organized by the Director of Finance & Administration. She will take note of all details and comments made during those meetings and will report them carefully in the “minutes”. These “Minutes” will be reviewed & approved by the Director of Finance & Administration before to be issued.
• Coordinate training hours and submission of training courses conducted by the Finance Department to HR Department
• The Secretary will assist the Director of Finance & Administration in all the administration tasks to make her work more efficient. She will handle the typing and formatting work on computer when required and will be flexible to receive instructions upon the priority of the moment.
• The Secretary will ensure that all scheduled paper work is ready for the date defined. She will keep records of the deadlines and do an efficient chasing to Director of Finance & Administration and Finance Department.

Training and Human Resources
• Ensure wherever possible that employees are provided with a work place free of discrimination, harassment and victimisation.
• Treat complaints of harassment and discrimination promptly and confidentially.
• Treat customers and colleagues from all cultural groups with respect and sensitivity.
• Identify and deal with issues which may cause cross cultural conflict or misunderstanding.

Technical Responsibilities
• The Secretary must be well aware of the Finance issues and their status. She is able to give some information when required to the Finance’s staff regarding non-confidential and official issues.
• The Secretary will ensure that no document is lost and that the Director of Finance & Administration has on hand all required documents as per system established
• The Secretary will remind the Director of Finance & Administration as well the pending matters that she is supposed to follow.
• The Secretary will answer first all the outside calls addressed to the Director of Finance & Administration, will take the name, company and position systematically and will announce the call if the Director of Finance & Administration is available. If she is not available, the Secretary will then take all details (for internal & external calls) of the message and the contact number. She will advise the Director of Finance & Administration as soon as possible.
• The Secretary will prepare on a monthly the “Profit & Loss Meeting” for the Finance Department as per Dusit Standard with all documents and figures for the Director of Finance & Administration.
• The Secretary will ensure that all information received or heard within the Finance Department and the Director of Finance & Administration is kept confidential to ensure that the privacy is maintained.

Payroll function:
• To collect from Personnel department the Payroll Register and Payroll Detail Sheets and all supporting documents.
• To review the salary calculation and prepare the journal entries.
• To print out payroll register, summary of salary send to Director of Human Resources, Director of Finance & Administration and General Manager for approval of each month.
• To prepare payroll reconciliation and submit to Assistant Director of Finance & Administration for check and approve by Director of Finance & Administration.
• To prepare payroll cheques and ensure that the cheque amount or electronic transfer is correct as indicated in the payroll master.
• To prepare the tax forms for payroll taxes and the social insurance reports and to perform the payment procedures by the deadline.
• To review other benefits payment to employee such as medical reimbursement.

Tax and related matter:
• To collect all documents concerning tax and insurance
• To proceed to the payment of tax and insurance as per bank transfer.
• To follow all tax matter in a proper manner and in compliance with related legislation.
OTHERS

• Continuous learning through own IDP.
• Any other duties as may be assigned by the superior.

ACCOUNTABILITIES

• Represents Dusit’s brand and its values at all times. We will establish relationships and foremost and we will deliver an exceptional guest experience and promote Thai graciousness.

COMPANY’S CULTURE

• Communicate and fully embracing the Company’s culture (our Vision, our Mission and our Values), leads by example and cascade to all your subordinates. – “Proud to belong and to contribute”

CONFIDENTIALITY

• Ensure confidentiality and secure storage of all intellectual property and data bases, both hard copy and electronic. Adhere to Dust Internet and E-mail policy. Ensure Hotel, Customer and Staff information or transactions are kept confidential during or after employment with the company.

JOB REQUIREMENT

• At least Bachelor degree in any discipline
• Minimum of 1-2 years in secretarial, administrative experience. Exposure in Finance & Accounting operation or hospitality business is desirable
• Computer literate and ability to use other office equipment.
• Have good English communication skills both in written and spoken
• Well-organized, detail-oriented and posses pleasant personality with excellent communication and interpersonal skills