Administrative Assistant - New Orleans Resort

Holiday Inn Club Vacations•New Orleans, LA

About The Position

The Administrative Assistant provides support to the General Manager and Front Desk and serves as a front-of-house liaison. The role involves professional, diplomatic communication with other departments, vendors, owners, and guests, and assisting at the Front Desk as needed. The position handles procurement, accounts receivable and payable, reporting, purchase orders, vendor coordination, inventory, records, and department documentation. It also supports guest service from check-in through check-out, including room changes, inventory updates, folio adjustments, key issuance, and coordination with Housekeeping, Maintenance, and Custodial teams. The schedule is Monday through Friday, 8:30 a.m. to 5 p.m., with some flexibility based on business needs; weekends are required as needed.

Requirements

Previous administrative experience is required.
Must be at least 18 years of age.
Excellent organizational skills and attention to detail.
High degree of confidentiality.
Strong verbal and written communication skills.
Proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
Excellent customer service skills.
Ability to work in a fast-paced environment.
Must be able to lift up to 30 pounds.

Nice To Haves

Customer service and/or hospitality experience is a plus.
Any certifications are a plus.

Responsibilities

Support the General Manager and Front Desk, serving as a front-of-house liaison and assisting at the Front Desk as needed.
Handle procurement and accounts receivable/accounts payable, and create, compile, update, and distribute weekly and monthly reports.
Assist with preparing RFPs, PAFs, PowerPoint presentations, and spreadsheets; monitor expenditures and track orders and payments.
Source products with vendors.
Schedule meetings, coordinate department events, schedule vendors and inspections, and take meeting notes.
Monitor and maintain company compliance and Team Member training records.
Monitor and maintain inventory of supplies, equipment, and uniforms.
Assist with cash handling and end-of-month reconciliations.
Support Front Desk guest service from check-in through check-out, including room changes, inventory updates, folio adjustments, and key issuance, following safety and security procedures.
Collaborate with Housekeeping, Maintenance, and Custodial teams to coordinate unit cleaning, repairs, and guest requests.
Support invoice processing for Maintenance and Common Areas; prepare or edit purchase orders, place supplier or vendor orders, and maintain required documentation for Maintenance and Housekeeping.
Maintain and reorder inventory in accordance with company policies for each department.
Receive and store resort deliveries and ensure their proper disposition and distribution to departments.
Maintain accurate and timely records, orders, files, paperwork, and complete, current reports for each department.
Maintain cleanliness and organization of storage areas.