**Additional Information** **Job Number** 24209875 **Job Category** Global Design **Location** Marriott Residences Grand Marina Saigon - Lux 5, 02 Ton Duc Thang Street Ben Nghe Ward District 1, Ho Chi Minh City, Viet Nam, Viet Nam, 700000 VIEW ON MAP **Schedule** Full Time **Located Remotely?** N **Position Type** Non-Management **POSITION SUMMARY** The Residences Liaison serves as a critical link between the residents and the management of Marriott Branded Residences, ensuring seamless communication and superior service delivery. This role is pivotal in managing and facilitating the daily operational requirements of the residences, including administrative support to the Director of Residences and/ or Residence Managers. The Residences Liaison is responsible for the meticulous execution of tasks ranging from the coordination of legal documentation, maintaining accurate files and databases, to directly handling resident queries and concerns with the utmost professionalism. The position requires proactive engagement with all residents, ensuring compliance with property standards and enhancing the overall living experience. The Liaison also supports event coordination, documentation, and reporting, while upholding the confidentiality and security of resident information. This role demands a high level of organizational skills, attention to detail, and a commitment to providing outstanding customer service, thereby contributing to the prestige and upkeep of the property's standards. **CRITICAL TASKS** **Administration** + Provide administrative support for Director of Residences and/or Residence Managers. + 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. + Handle incoming and outgoing mail distribution, including date stamping and distributing incoming mail (e.g., overnight mail, delivery/messenger services, First Class, Federal Express, UPS, Cablegrams, Telex, Mailgrams, Telegrams, Voicemail certified, International, and Registered). + 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 Directors meetings and put sign in sheet and all pertinent documents in place for the meeting. + Prepare Residence owners Manual and schedule the welcome meeting with the Director of Residences. + Assist with the Residence owners engagement survey. + Notify Residence owners of matters regarding the Association. + Maintain a Task Calendar, the operations plan. + Collect the maintenance dues and implement in the system. Documentation/Reporting + Document and maintain appointment calendar for Director of Residences and/or Residences Managers. + Maintain Residence Owners’ files to Branded Residences standards, + Check that meeting notices and agendas are in place and posted on time. + Maintain the Board binders. + Maintain accurate trace files and communicate daily traces to Director of Residences and/or Residences Manager. + Maintain a confidential current management telephone roster and distribute to designated personnel. + Attend designated meetings, including board meetings, take minutes, transcribe and distribute to appropriate individuals. + Maintain a current manual on all departmental forms and form letters with instructions. + Record messages and distribute to appropriate staff. + Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc. **Event Coordination** + Act as point-of-contact (e.g., greet Residence owners and fulfill needs) and facilitate event experiences (e.g., food and beverages, service needs) throughout the process (pre-event, event, post-event). + Coordinate and communicate verbally and in writing with customer (internal and external) regarding event details. + Confirm that event and meetings rooms are arranged according to appropriate documentation (e.g., relevant standard operating procedures) and requirements, including: audio-visual (A/V) equipment inspections, room function inspections prior to each event, logistics for services and meals, and scheduling of staff to maintain coverage. + Ensure all A/V and/or equipment is secured following the function. Residence Owners Relations + Address service needs in a professional, positive, and timely manner. + Welcome and acknowledge each and every Residence owner and guest with a smile, eye contact, and a friendly verbal greeting, using names when possible. + Anticipate service needs, including asking questions to better understand needs and watching/listening to preferences and acting on them whenever possible. + Actively listen and respond positively to questions, concerns, and requests using brand or property specific process (e.g., LEARN, PLEASED, Guest Response, LEAP) to resolve issues, delight, and build trust. + Document all requests/complaints and communicate such to appropriate personnel for proper handling. + Complete and distribute amenity request forms; follow up on any changes. + Assist other employees to maintain proper coverage and prompt service. Communication + Answer telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one's voice, using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call. + Speak to Residence owners, guests and co-workers using clear, appropriate and professional language. + Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness. + Receive persons entering the office by greeting them, determining nature and purpose of their visit, and directing or escorting them to specific destinations. + Participate in daily line-up! Quality Assurance + Participate in meetings regarding QA audit and Operational Excellence. + Comply with quality assurance expectations and standards. Computers/Software and Office Equipment + Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software. + Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, reservation and answer inquiries. + Operate standard office equipment and transmit information or documents using a computer, telephone, typewriter, fax, photocopier, calculator, and electronic peripherals. + Coordinate service repairs for office equipment as needed. Vendors Coordination + Oversee the coordination and supervision of external vendors and contractors, ensuring compliance with property standards. + Evaluate service provider performance, ensuring adherence to service agreements. Working with Others + Handle sensitive issues with employees, Residence owners, and/or guests with tact, respect, diplomacy, and confidentiality. + Support all co-workers and treat them with dignity and respect. + Develop and maintain positive and productive working relationships with other employees and departments. + Partner with and assist others to promote an environment of teamwork and achieve common goals. + Participate in the action plans for the Residence owners engagement survey. + Participate in departmental meetings. Physical Tasks + Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Safety and Security + Report work related accidents, or other injuries immediately upon occurrence to supervisor. + Prepare work orders for maintenance repairs and distribute to appropriate staff (e.g., Engineering) and monitor completion. Policies and Procedures + Maintain confidentiality of proprietary materials and information. + Protect the privacy and security of Residence owners, guests and coworkers. + Follow company and department policies and procedures. + Ensure uniform, nametags, and personal appearance are clean, hygienic, professional and in compliance with company policies and procedures. + Perform other reasonable job duties as requested. _Marriott International is an equal opportunity employer. We believe in hiring a diverse workforce and sustaining an inclusive, people-first culture. We are committed to non-discrimination on any protected basis, such as disability and veteran status, or any other basis covered under applicable law._ Marriott Hotels strive to elevate the art of hospitality, innovating at every opportunity while keeping the comfort of the oh-so-familiar all around the globe. As a host with Marriott Hotels, you will help keep the promise of “Wonderful Hospitality. Always.” by delivering thoughtful, heartfelt, forward-thinking service that upholds and builds upon this living legacy. With the name that’s synonymous with hospitality the world over, we are proud to welcome you to explore a career with Marriott Hotels. In joining Marriott Hotels, you join a portfolio of brands with Marriott International. **Be** where you can do your best work, **begin** your purpose, **belong** to an amazing global team, and **become** the best version of you. JW Marriott is part of Marriott International's luxury portfolio and consists of more than 100 beautiful properties in gateway cities and distinctive resort locations around the world. JW believes our associates come first. Because if you’re happy, our guests will be happy. JW Marriott associates are confident, innovative, genuine, intuitive, and carry on the legacy of the brand’s namesake and company founder, J.Willard Marriott. Our hotels offer a work experience unlike any other, where you’ll be part of a community and enjoy true camaraderie with a diverse group of co-workers. JW creates opportunities for training, development, recognition and most importantly, a place where you can pursue your passions in a luxury environment with a focus on holistic well-being. Treating guests exceptionally starts with the way we take care of our associates. That’s The JW Treatment™. In joining JW Marriott, you join a portfolio of brands with Marriott International. **Be** where you can do your best work,​ **begin** your purpose, **belong** to an amazing global​ team, and **become** the best version of you.