What are the responsibilities and job description for the Property Administrative Assistant position at El Chorro Lodge?
Summary of Position :
The Property Administrative Assistant plays a vital role in the property’s operations, often serving as the first point of contact for guests and prospective clients on behalf of the Sales team. This position acts as the primary liaison between the restaurant and the finance team, managing all accounting-related activities. Key responsibilities include supporting restaurant reservations, assisting department heads with tasks such as expense reporting, site inspection coordination, and sales file organization, and ensuring accurate communication of information to the operations team.
Essential Job Responsibilities :
Greet customers and create a friendly, welcoming, and clean environment.
Respond to all incoming event inquiries via phone and email and manage reservations and holiday hour updates in OpenTable.
Confirm restaurant reservations and perform guest callbacks and provide feedback to the General Manager.
Handle multiple tasks with efficiency and ease with upmost organization.
Create and maintain property calendar to efficiently track projects, events and department head schedules.
Production and weekly distribution of sales and financial reports.
Process payments and deposits for sales and events as needed and coordinate with the finance team for all accounting related activities.
Maintain office inventory and place supply orders as needed.
Manage all gift cards sales and transactions.
Establish and maintain positive, professional relationships with clients and associates.
Print & distribute Banquet Event Orders (BEOs) to all relevant departments as needed.
Coordinate with the Executive Chef to update restaurant menus for changes and holidays across all advertising channels.
Close out events in TripleSeat and send details to the accounting team in a timely manner for processing.
Ensure collection of deposits as per contract terms and work with billing to confirm payments are.
Support in the absence of the Event & Banquet Assistant Manager with preparation of event orders; set-up diagrams, floor plans, event signage, printed menus, buffet signs and other informational forms to be ready for events and up to standards. Distribute necessary signs in stands throughout the property at appropriate times.
Assist in scheduling site tours for sales managers as needed.
Provide administrative support to department heads and coverage as needed.
Perform any other duties as assigned by leadership.
Personal Characteristics :
Behaves Ethically
Communicates Effectively : Speaks and listens in a clear, thorough, and timely manner, effectively reading and writing, using the English language
Professional Appearance : Exhibits an appearance appropriate for a four-diamond resort (Specific grooming standards are available for review)
Qualifications :
Education : High School Diploma or equivalent required. A college degree is preferred.
Experience : Hospitality sales and / or Catering / Event Management, Event Planning experience preferred. Proficient in Excel, Word, PowerPoint, Outlook and Open Table.
Certificates or Licenses : N / A
Knowledge, Skills, and Abilities :
Proficient with Microsoft Excel, Word, PowerPoint, Outlook, and OpenTable.
Must be able to routinely work sitting at a computer workstation 80% of normal workday.
Self-starter, multi-tasker, detail-oriented and thorough.
Experience in providing high levels of customer service, along with having sound judgment, discretion.
Interact professionally with a diverse group of customers, vendors and co-workers.
Dependable, self-motivated and able to work with minimal supervision.
A willingness to learn and adapt to new responsibilities is a must.
Working Conditions :
- Attendance as scheduled is a critical element in all positions at El Chorro Lodge.
El Chorro’s leaders and associates believe each guest (internal and external) should be treated with respect, kindness, and professionalism. We believe that “Making Space for Genuine Hospitality” is our purpose, enticing our guests to return again and again. To be successful at El Chorro, associates must embrace our Purpose, Pillars and 21 Service Essentials. This includes being hands on and heartfelt, sincere and focused, collaborate and curious, and conscientious, possessing and demonstrating a high level of care and attention to internal and external guests. Our forward-thinking, fun, friendly, engaging and enthusiastic associates treat every guest as if they were our only guest. A true customer focus is essential to success with our property and company.
