Administrative Assistant

Coast Hotels is a dynamic and growing brand. Our culture is rooted in our values and leadership accountability, and as part of that culture, we believe in the growth and development of our ambassadors. We currently have an Administrative Assistant position available at Coast Capri Hotel, this would initially be a 3-month contract for temporary coverage. A successful candidate in this role will have experience in and a passion for hospitality, office management, client services and supporting an Executive team. Our right fit will work very well within a dynamic environment and be keen to implement efficiencies and elevate the operations of our on-site, administrative office. The Administrative Assistant will approach all encounters with guests, tenants and colleagues in an attentive friendly, courteous and service-oriented manner. This role will be based during business hours, Monday to Friday, 9 am-3:30 pm (there is flexibility), 30 hours per week to start. The right person may have the opportunity to expand/extend the role, grow within the company and take on additional tasks as appropriate.

Key Responsibilities:

• Administrative support for members of the Coast Capri Hotel’s Executive Committee: meeting agendas and minute taking, report creation, filing, office organisation, appointment setting and assisting with travel arrangements or event planning, creating signage, invites, posters etc.
• First point of contact for Capri Centre mall communication: screen tenant and customer requests and redirect or action as needed, assist with service calls/bookings, collect rental payments, prioritise and communicate feedback to the appropriate person(s), complete maintenance request forms, new tenant orientation
• Attend and record Executive Committee meetings bi-weekly, Operations meetings bi-weekly and Marketing meetings regularly, as required
• Engage with clients, tenants and the Executive team in order to provide exceptional customer service via various communication channels and in-person
• Assist with employee files: tracking certificates, creating profiles, data entry and digital/physical filing, organise and maintain database information in a confidential manner
• Take initiative in mastering our internal systems to optimize the report functionality and provide these reports accurately and on time to the Executive Committee
• Sort and distribute incoming and outgoing mail, invoices and deliveries
• Oversee the Administrative/Accounting office needs: supplies, cleaning arrangements, repairs, office equipment and printed collateral
• Act as the main liaison for gift-card creation and tracking
• Utilise social media, email and text to organise property viewings and communicate appointments with potential clients
• Complete research projects as assigned by the Senior Director, Hospitality. Source quotes, samples and data regarding supplies, renovations, services and best practices.
• Participate in other job-related duties and special projects as assigned

Skills & requirements:

• Articulate, self-motivated, confident, and a positive team player
• Strong critical thinking abilities and initiative to make efficiencies
• Impeccable oral and written business and interpersonal skills, sophisticated communicator with excellent active listening skills and strong intuition
• Incredibly detail-oriented, organized and able to multi-task under pressure
• Demonstrate advanced ability with regard to computer skills, including various technologies and programs, proficiency with email, internet and data-based applications, CRM and social media
• A minimum of 2 years working in a similar role or hospitality management role

Coast Capri Hotel is an equal opportunity employer and we offer a variety of benefits, including competitive wages & health benefits, employee discounts, training & development, career advancement opportunities and more! If you meet these qualifications and are interested in applying for this position, please email your resume and cover letter to hr@coastcaprihotel.com with "Administrative Assistant" in the subject line of your email. We thank all interested applicants; however, only qualified candidates will be contacted.

Job Types: Part-time, Fixed term contract
Contract length: 3 months

Pay: $40,000.00-$45,000.00 per year

Expected hours: 30 per week

Benefits:

• Casual dress
• Company events
• Discounted or free food
• Employee assistance program
• Store discount

Schedule:

• Monday to Friday
• No weekends

Experience:

• Administrative: 1 year (preferred)

Work Location: In person

Application deadline: 2024-04-23
Expected start date: 2024-05-01