HR Acct Asst

Department:  Administrative

Position:         Administrative Assistant

Directly Reports To: General Manager

Indirectly reports to: Director of Human Resources and Assistant Director of Finance

Position Overview:   Support the Executive Office by offering human resources, accounting, and clerical support to the General Manager and other hotel managers, greet and assist visitors, answer incoming calls to the Executive office and handle guest complaints that come to the office.

These duties may be described as, but not limited to:

Accounting:

• Reconciliation of Daily Cash drops from the F&B and Rooms teams, followed by deposits at the local bank/Post office on Tuesdays and Thursdays.
• Petty Cash distribution and reconciliation. AMEX charges reconciliation.
• Pulling M3 daily report for the property.
• Manager purchase order and AP invoices processes.

Human Resources: 

• Assist with employee concerns and issues, working towards resolution.
• Assist new hires with paperwork and or any updating of information, send information to corporate HR office for processing.
• Coordinate new hire staff house move-in/out and communicate team member weekly housing deduction with Payroll/HR. 
• Receive weekly paychecks and distribute to employees.
• Facilitate employee uniform distribution, record keeping and inventory. 
• Coordinate and facilitate New Hire Orientations and required trainings.

General Hotel Administration:

• Track meetings and schedules of General Manager and other hotel managers. Collect agenda points from all management staff, and create weekly staff meeting agenda.  Take minutes at staff meeting and distribute minutes to all management staff following meeting.
• Control and maintain inventory of office supplies for all departments of hotel. Assist managers in ordering of supplies for various departments of the hotel.
• Assist management staff with general office duties—typing, filing, answering telephone calls, and taking and delivery of messages.
• Maintain all office equipment—including printer/copier/fax machine.  
• Maintain detailed and accurate vendor information for all departments of the hotel.
• Respond to both complimentary and complaint letters received from guests in a timely manner.  Provide copies of all correspondence to General Manager and Owner.
• Greet visitors to the Executive Office.  Answer questions and concerns and follow through to the appropriate manager.
• Work with outside vendors with which we have a trade to coordinate guest reservations.   Document trade paperwork as needed.
• Coordinate hotel projects by corroborating with GM, Director of Engineering, Project Manager and Front Office Manager. Work closely with Housekeeping Manager on FF&E and other room projects.
• Maintain MOD schedule.  Create monthly calendar and coordinate coverage between GM & MODs.
• Issue Gift Cards for special events, prizes as directed by the GM or other Executive Team Member.
• Pick up incoming mail from the PO box, distribute to appropriate person or department.

Required Knowledge, Skills, Abilities:

• Must possess excellent communication skills, both verbal and written.
• Must possess good computational ability.
• Must possess excellent computer skills, including Microsoft Word, Excel, Outlook and Internet Explorer.
• Must possess good typing skills.
• Must have exceptional organizational skills.
• Must be able to handle multiple tasks and projects daily.
• Must be able to sit at a desk for up to 8 hours per day.  Walking and standing are occasionally required.  Length of time of these tasks may vary from day to day.

Minimum Qualifications:

• Bachelor’s Degree or a combination of education and experience preferred.
• One-year previous experience in a similar office situation required.
• All employees must maintain a neat, clean, and well-groomed appearance per Baron’s Cove standards.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time.