Scope of Position
The Administrative Assistant will be responsible for completing administrative tasks in a timely and accurate manner. He/she will provide support with skill and professionalism, this role will include a wide variety of administrative functions. In addition, to maintaining our vision by adhering to our values, this position must provide the highest level of service to our guests.
Position Requirements:
- Professional demeanor appropriate for a resort environment.
- Minimum of 2 years’ experience as an Administrative Assistant or related experience in a large complex/resort property preferred.
- Ability to interact effectively with Associates at all levels of the organization.
- Proficient in the use of MS Office Suite programs (MSWord, Excel, PowerPoint, Outlook).
- Excellent written and verbal communication skills.
- Knowledge of basic office equipment.
- Must be effective in handling problems in the workplace, including anticipating, preventing, identifying, and solving problems as necessary.
- Strong, positive guest and associate relation skills.
- Ability to meet deadlines, work with little supervision and be flexible to handle interruptions.
Responsibilities
- Perform clerical duties such as typing, filing, copying, emailing, answering, and responding to telephone calls and messages, as well as coordinate, schedule and making appointments.
- Coordinate, arrange, attend, and participate in assigned meetings including preparing agendas, reserving, and preparing meeting locations, and recording and transcribing minutes as requested.
- Manage all purchasing information; invoices, contracts, and company credit card receipts ensuring accurate record keeping and timely submittal of documentation and (expense) reports to finance.
- Submit and follow through with maintenance requests.
- Arrange for office equipment maintenance or technical support.
- Create and maintain an up-to-date electronic and physical file system.
- Purchase and maintain supplies and ensure the department is adequately stocked.
- Coordinate and maintain vendor and supplier information.
- Support the Food & Beverage department with time management, data gathering, and communication for the execution of projects or events.
- Assist with associate time tracking system including ensuring up-to-date associate schedules are entered into the system, making approved punch-in/out corrections, reminding associate to complete time sheet verifications, and gathering time off submittals for approval.
- Complete and file all necessary change of status forms for Food & Beverage; keep associate information up to date in an Excel spreadsheet.
- Distribute Event Requests from all other departments and act as the liaison between Food & Beverage and other departments on special food or set up requirements for events, meetings, or parties.
- Assist in planning and implementing Food & Beverage training and SOP materials.
- Create and maintain files on contracts for event records (menus, sets ups, AV requests, and correspondence for each event; build historical files for repeat customers or similar events
- Create, post, and keep up-to-date restaurant and event calendar.
- Follow up on customer concerns and situations; research any discrepancies and assist in complaint resolution.
- Perform other duties as assigned by management.
Education
- A High School Diploma or equivalent is required.
- Associate’s degree (AA) or equivalent preferred
- Prior experience in the Food and Beverage industry is preferred.
- Demonstrated competence with Windows-based software including Microsoft Office, Word, Outlook, PowerPoint, OneNote, and Excel as well as POS, timekeeping systems, and hotel management systems.
- Ability to spot and resolve problems efficiently.
- Excellent organizational and multi-tasking skills
- Ability to maintain confidentiality of sensitive materials and information.
Skills and Abilities
- Ability to communicate in the English language. Second language is a plus.
- Ability to work flexible schedules including holidays and weekends.
- Proficient in performing multiple tasks.
- Ability to meet deadlines, work under pressure and work independently.
Physical Requirements
- Sit or stand at a desk for long periods of time.
- Intermittently twist to reach equipment or supplies surrounding desk.
- Use telephone and computer keyboard on a daily basis.
- Must be physically fit in order to lift, pull, and push items up to 25 pounds.
- Requires standing/walking/reaching and bending throughout shift.
- Must be able to frequently move throughout the resort to have access to all food and beverage restaurants/venues.
I acknowledge that I have reviewed the Administrative Assistant job description. This is a summary of the main responsibilities for this position. Business demands dictate work hours and schedules. Attendance and timeliness are a requirement of this position. Management retains the discretion to add or change the duties of this position at any time, in order to meet our guests' needs. I understand that I must also adhere to the property service standards, as well as grooming and uniform standards specific to this position, always maintaining a neat and clean appearance. I will also adhere to any OSHA (safety) practices and wear any assigned PPE (personal protective equipment) as needed.
