Administrative Assistant - New Orleans Resort

COMPANY BENEFITS:

Matching 401K
Growth & Developmental Opportunities
Comprehensive Medical, Dental & Vision Benefits
EAP – Employee Assistance Program
PTO - Paid Time Off
Travel Benefits, Discounts & FREE Vacations through our ClubGo Program
Tuition Reimbursement & Continuing Education Courses
Outstanding Company Culture

Shift: Monday- Friday 8:30AM-5PM with some flexibility based on business needs.

POSITION DESCRIPTION:
This position will be responsible for providing support to the General Manager and Front Desk. This person must be knowledgeable and diplomatic in their dealings with other departments, vendors, owners and guests. This position will also serve as the front of the house liaison and assist at the Front Desk as needed.

ESSENTIAL DUTIES AND TASKS:

• Procurement, and AR/AP.  Also responsible for creating, compiling, updating/distributing various weekly and monthly reports.
• Assists in preparing RFP’s, PAF’s, PowerPoint presentations, and spreadsheets.  Monitor’s expenditures, tracks orders, and payments
• Product sourcing with vendors
• Schedules meetings, assist with coordinating department events, schedule vendors and inspections, as well as take meeting notes.
• Monitor/maintain company compliances and Team Member trainings.
• Monitor/maintain inventory of supplies, equipment, uniforms.
• Assist with cash handling
• End of Month Reconciliations
• Will support the Front Desk team in providing a positive guest experience from check-in through check-out. Assists with room changes, inventory updates, folio adjustments, and key issuance as needed while following procedures that support the safety and security of all owners and guests. Collaborates with Housekeeping, Maintenance, and Custodial teams to help coordinate unit cleaning, repairs, and other guest requests.

• Support invoice processing for the Maintenance and Common Areas departments, and prepare or edit purchase orders, place orders with suppliers or vendors, and ensure that documentation is in order for the maintenance and housekeeping departments.

• Ensure all inventory levels are maintained and reordered in accordance with company policies for each department.

• Receive and store all deliveries of products for the resort and ensure proper disposition and distribution for each department.

• Maintain records, orders, files, and related paperwork are completed accurately and in a timely manner. All report documents are complete, current, and maintained for each department.

• Maintain cleanliness and organization of all storage areas.

EDUCATION and/or EXPERIENCE:

• Previous administrative experience required.
• Customer Service and/or hospitality experience a plus.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Any certifications a plus.

QUALIFICATIONS:

• Must be at least 18 years of age
• Must have excellent organizational skills and be detail oriented.
• High degree of confidentiality.
• Must possess strong verbal and written communication skills.
• Proficiency with Microsoft Office to include Word, Excel, PowerPoint, and Outlook.
• Excellent customer service skills.
• Ability to work in a fast paced environment.
• Must be able to lift up to thirty pounds.

At Holiday Inn Club Vacations, we believe in strengthening families. And we look for people who exhibit the courage, caring and creativity to help us become the most loved brand in family travel. We’re committed to growing our people, memberships, resorts and guest love. That’s why we need individuals who are passionate in life and bring those qualities to work every day. Do you instill confidence, trust and respect in those around you? Do you encourage success and build relationships? If so, we’re looking for you.

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