Administrative Assistant

JOB DESCRIPTION SUMMARY

To assist and help facilitate the day-to-day operations of the Facilities Department and assist with the housekeeping reports and turning of rooms when the Housekeeping Supervisor is off and help with check-ins and check-outs when necessary.  Assist the AGM with additional tasks.

 DUTIES AND RESPONSIBILITIES

• Answer incoming phone calls, retrieve and return voicemails, take and deliver written messages.
• Monitor and respond to emails and phone calls
• Support the Assistant General Manager (AGM) with assigned tasks.
• Perform other administrative tasks to support the resort’s daily operations.
• Maintain confidentiality and handle sensitive information professionally.
• Support Front Desk duties where needed

• Prepare reports, memos, emails, and other documents as requested.
• Maintain both paper and electronic files, including SOPs, project calendars, quotes, user manuals, punch/task lists, and inspection records.
• Assist with data entry, filing, and maintaining digital and physical records.

• Communicate clearly and precisely with resort guests, maintenance technicians/management, vendors, and other departments.
• Coordinate internal communications and distribute company updates or notices.
• Schedule meetings, manage calendars with vendors.

• Enter, follow up on, and close service orders via computer system and/or telephone.
• Prepare housekeeping reports when the Housekeeping Supervisor is off.
• Close units for maintenance or housekeeping needs.

• Track and manage inventory, orders, and supply requisitions, and tracking of assets.
• Assist with ordering maintenance and housekeeping supplies as needed.

• Support event planning and guest experience initiatives as needed.
• Additional tasks as assigned

 KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• High School Diploma or GED
• Neat appearance and warm, outgoing personality.
• Ability to perform general office responsibilities such as answering the phone, type and prepare forms and filing.
• Ability to operate office equipment such as: computer, fax, multi-line phone system, etc.
• Ability to present information properly using discretion when dealing with owners and guests.
• Ability to follow oral and written instructions.