Administrative Assistant / HR Coordinator

Corporate Office • Tucson, AZ

12h • Onsite

About The Position

To handle all administrative duties as required by the General Manager and Director of Human Resources.

Requirements

• Minimum of 3 years experience.
• Education – Associate Degree
• Skills; Proficient in Microsoft Office Suite (Word, Excel, PowerPoint/Canva and Outlook)
• Must be able to type a minimum of 40 wpm.

Responsibilities

• Extensive administrative duties and responsibilities; communication and distribution of daily/weekly/monthly reports and correspondence to corporate office and ownership, operation procedures, handling confidential material and information, daily distribution of the mail, daily check deposit of accounts receivables.
• Responsible for obtaining signatures of approval for all internal and external routing of check requests, expense reports, personnel information forms (PIF), project expenditure approval forms (PEA), performance evaluations and other confidential correspondence as necessary, and distribute in a timely and efficient manner.
• Manage schedules for all leaders via weekly schedule report/spreadaheet.
• Manage day-to-day guest relations and corporate guest relations, all external guest correspondence and internal communications; including Daily Medallia Reports, 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, 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.
• Maintain hotel licenses, permits, contracts and certificates of insurance.
• Assist Accounts Payable with monthly reconciliation of transportation billing, American Express Ledger for Air Travel and Nextel/Sprint Phone Bill.
• Involved in associate events and activities’ committees within the resort.
• Professionally and warmly meet and greet all guests and associates to the HR Office.
• Provide strong administrative support to HR Director and HR leadership
• Assist with the recruitment process to include scheduling interviews of line level position applicants for department hiring managers, posting open positions, and maintaining open position listing.
• Assist with processing of new hire paperwork and all on-boarding tasks.
• Maintain department logs, binders, and employee files.
• Develop associate communications network within the hotel, via monthly calendar, bulletin boards, posters, and flyers.
• Enter and maintain all associate data into UltiPro (HRIS).
• Answer phones and email inquiries.
• Type memos and other correspondence.
• Maintain orderliness of office supplies and equipment.
• Participates in planning and execution of associate events planned by the Human Resources Department.
• Champions Omni culture on property, and enthusiastically promotes opportunities within the hotel and company.
• Facilitate a culture of praise and recognition by assisting with the implementation of various employee recognition programs.
• Participate in the Hotel Orientation Program.
• Maintain records and spreadsheets of all HR initiatives.
• Collect, sort, and distribute office mail.
• Perform other duties as assigned by management.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree