The posting
JOB PURPOSE: To handle all administrative duties as required by the General Manager and Executive Office ESSENTIAL JOB FUNCTIONS:
Act as assistant to the General Manager, and support to Executive Operating Committee. Extensive administrative duties and responsibilities; communication and distribution of daily/weekly/monthly reports and correspondence to corporate office and ownership, handling confidential material and information, daily distribution of the mail, daily check deposit of accounts receivables. Manage Outlook calendar schedules and appointments for the Executive Office and ensure that all directors and managers receive messages and appointments in a timely manner. Create and modify reservations in Opera as directed by the General Manager or Executive Office. Send amenities and welcome cards to VIP’s and special guests as directed by the General Manager. Responsible for obtaining signatures of approval for all internal and external routing of check requests, expense reports, project expenditure approval forms (PEA), performance evaluations and other confidential correspondence as necessary, and distribute in a timely and efficient manner. Coordinate travel arrangements for Executives, Managers and Corporate visitors through approved online site. Manage day-to-day guest and corporate guest relations, all external guest correspondence, and internal communications, including Daily Medallia Reports, Trip Advisor, ELMER, Synergy input and Reports, and Guest Alerts. Maintain guest relations files and ensures that all information is included in file, i.e. guest correspondence, letters, fax, emails, information, guest folios, gift certificates, etc. Maintain Gift Certificate Log to include value, purpose, and date issued and date redeemed. Coordinate all travel arrangements including reservations, transportation, golf, amenities, and in-house meetings and events for VIP’s, corporate and ownership visits. Maintain reader files for upcoming meetings, VIP guests, meetings, and events, etc. Assist with phone coverage for executive and sales offices. Participate in associate events and activities’ committees within the resort. Perform other duties as assigned by management.
QUALIFICATIONS:
Minimum one-year administrative experience and/or customer services role with consistent guest interaction and guest resolution responsibilities. Hotel experience strongly preferred. High school education required; college degree preferred. Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management, and co-workers. This includes via email, telephone, and two-way radio. Ability to handle stressful situations, while maintaining a calm and welcoming demeanor. Ability to work cohesively with co-workers both within and outside of your department. Ability to prioritize, organize and follow up on requests and needs in a fast-paced environment. Able to evaluate and select among alternative courses of action quickly and accurately, identifying and solving problems as necessary. Customer service oriented with a desire to create memorable guest experiences. Ability to accurately and efficiently input information into computer systems (intermediate computer skills with proficiency in Internet Explorer and Microsoft Office). Strong verbal and written communication skills. Maintain confidentiality and exercise sound judgment when handling sensitive matters.
ENVIRONMENT & POSITION ANALYSIS:
Move, bend, lift, carry, push, pull, and place objects weighing up to 40 pounds without assistance. Requires bending, reaching overhead, kneeling and use of stairs. Stand, walk or sit for an extended period or for an entire work shift. Requires repetitive motion, including utilizing telephone/computer for an extended period or for an entire shift.
