Operations Administrative Assistant

The Operations Administrative Assistant will report directly to the General Manager.

The Operations Admin Assistant is responsible for supporting the General Manager and the daily operations of the department by helping with administrative tasks to ensure that everything runs smoothly.

Core responsibilities include the following, but are not limited to:

Follow all company policies and procedures; maintain confidentiality of proprietary information; protect company assets. Welcome and acknowledge all guests according to company standards; anticipate and address guests’ service needs; assist individuals with disabilities; thank guests with genuine appreciation. Report accidents, injuries, and unsafe work conditions to manager. Speak with others using clear and professional language; answer telephones using appropriate etiquette. Develop and maintain positive working relationships with others. Ensure adherence to quality expectations and standards.

Specific Responsibilities:

• Maintains a friendly, professional, cheerful, and courteous demeanor always
• Always Ensures Outstanding customer care
• Answer and direct phone calls
• Organize and schedule appointments
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence memos, letters, faxes, and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Submit and reconcile invoices and expense reports
• Provide general support to visitors
• Act as the point of contact for internal and external clients
• Handling office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.
• Providing real-time scheduling support by booking appointments and preventing conflicts.
• Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations.
• Screening phone calls and routing callers to the appropriate party.
• Using computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research.
• Greet and assist guests, staff, vendors, and managers.
• Maintain polite and professional communication via phone, e-mail, and mail.
• Anticipate the needs of others to ensure their seamless and positive experience.
• Attends meetings as required
• Performs other duties as assigned, requested, or deemed necessary by management

Position Requirements (Skills/Abilities):

Experience:

Three to five years of hospitality-related management experience is required. Timeshare or Resort management experience highly desirable. Must be able to manage multiple priorities simultaneously; communicate effectively at all levels; and demonstrate the ability to analyze and resolve problems. Must possess significant computer software program experience, especially Excel and Word.

Education:

High School diploma or GED required.

Flexible Scheduling:

Must be able to work Evenings, Friday, Saturday, Sunday, and Holidays.

Physical Demands:

While performing the duties of this job the employee is required to walk, stand, stoop, kneel, crouch or crawl. The employee is required to use his/her hands and fingers to feel, and reach for objects of various sizes, shapes, and weight. Prolonged periods sitting at a desk and working on a computer. Must be able to lift up to 15 pounds at times.

EEO