ADMINISTRATIVE ASSISTANT

The Administrative Assistant at Amara Resort & Spa in Sedona, AZ, supports the Human Resources, Accounting, and Sales departments with a variety of tasks, including maintaining records, processing documents, and ensuring compliance with regulations. Responsibilities include assisting with employee onboarding and updates personnel files weekly, running HR reports, processing daily deposits, and responding to guest billing inquiries. The role also includes supporting sales functions like entering leads, managing event documentation, and assisting during peak seasons. This position offers a comprehensive benefits package, opportunities for growth, and a focus on work-life balance. Below are additional duties (for each department) this role would service.

• Approach all encounters with guests and team members in an attentive, friendly, courteous, and service-oriented manner.

• Assist with team member data systems (ADP's WFN & RM, OnTrack, Beekeeper)

• Assist with the new hire process: scheduling interviews, calling candidates, processing pre-employment documents for onboarding, and ensuring all required HR documents are completed and accurate. Assist with onboarding appointments wherever necessary.

• Assist with special projects for employee events (meetings, picnics, parties, and training)

• Conduct regular file audits; personnel folders, I-9's, and confidential documentation.

• Run monthly reports for benefits enrollment, birthdays, anniversaries, and others.

• Check the mailbox 4x per week for pertinent mail for HR, Accounting & Sales.

• Comply at all times with Amara Resort and Spa standards and regulations to encourage safe and efficient hotel operations.

Accounting Duties & Functions:

• Process daily cash deposit, and post to appropriate systems.

• Reconcile and process daily tips from F&B outlets

• Respond timely to guest billing inquiries

• Process weekly travel agent commissions

• Assist with accounts payable and vendor inquiries

• Manage assignment/collection of banks for cash-handling employees

• Perform monthly bank audits

• Assist Director of Finance with month-end closing duties.

• Enter leads into Delphi on behalf of the Group Sales Manager.

• Print and compile to distribute necessary BEOs, resumes, and event reports on Wednesdays (prior to BEO/Resume Meeting).

• Manage in-house meeting requests, check availability, and hold space in Delphi.

• Assist with billing during peak seasons to support event managers and prevent delays.

• Provide support for various miscellaneous requests from the sales team during peak season to ensure smooth operations.

• Send morning email to management with line-up meeting location.

Additional Qualifications:

• Ability to maintain a high level of accuracy with numbers and documentations, as well as maintain confidentiality.

• Ability to understand and utilize basic computer equipment and applications, to include word processing and spreadsheet applications.
• Must be able to work with and understand financial information and data, and basic arithmetic functions.
• Most importantly, this hire needs to be a team player; someone committed to their own learning, who really wants to understand new concepts (and thus, related projects) to take on as their own.
• Lastly, someone who can adhere to deadlines and prioritize appropriately.

• Integrity: We are honest, fair, accountable, and respectful.

• Collaboration: We are better when we are together.

• Leadership: We are empowered to act and make the right decision for our guests and our business.

• Passion: We are passionate about hospitality and serving our guests with pride.

• Balance: We are focused on a balanced approach for our teams, families, and communities.

• We understand the heart of our business is our team members.

• We believe in personal empowerment.

• We are driven in developing our talented teams.

• We accept personal responsibility for our actions and results.