Hotel Administrative Assistant
- Answer phones and ensuring all inquiries are dealt with accurately, timely and in a professional manner within the same business day or by 10am the next business day.
- Type correspondence, reports and forms as well as prepare simple written correspondence.
- Post, distribute and close all job opening requests
- Prepare POs and check requests
- Assist managers on projects, proposals and special events.
- Assist managers with copying, faxing, scanning and shipping needs
- Review departure calls for any possible customer care issues and remedy with the guest
- Receive all customer care issues and resolve or send to the appropriate manager. Ensure all issues are closed within three days
- Make all VIP and reservations and set up amenities and fill out comp forms and obtain signatures
- Review VIP guest log and ensure an appropriate arrival and stay experience with notes/amenities
- Review guest's special request log and ensure execution of needs
- Process mail, invoices and date stamp all items. Ensure postage meter if full
- Enter any checks received for events, payments
- Email all arriving guests two days out with arrival email and respond
- Participate in weekly guest service meetings
- Process PO's, order, enter in appropriate checkbook and maintain inventory of office supplies
- Process expense reports for EC
- Make and issue Gift Certificate and keep GC log up to date and make GC reservations
- Maintain timely and effective paper flow and communications within the office
- Maintain cleanliness and order of the executive office
- Assist with any administrative requests from EC members
- Professional and positive communication to both guests and fellow employees Qualifications: Education/Formal Training High school diploma or vocational secretarial. Experience Previous secretarial experience preferred. Knowledge/Skills
- Ability to type 60 WPM, Microsoft Word applications: Word, Excel, Publisher and PowerPoint.
- Alphabetizing, grammar and punctuation skills. Standard business letter formats. Strong editing skills.
- Excellent attention to detail and multi-tasking skills
- Bending/kneeling - repeated bending and kneeling required while filing, Mobility - must be able to reach all areas of hotel to assist clients.
- Occasional standing.
- Occasional carrying and lifting of files and office items up to 25 lbs.
- Ability to read contracts and letters are hand written, filing, using computer, checking diary.
- Ability to communicate clearly with customers and other departments.
- Ability to read manager's letters, help prepare contracts and proposals.
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