Administrative Assistant

Hilton Grand Vacations•San Antonio, TX

About The Position

Hilton Grand Vacations is a leader in the vacation ownership industry, operating with an unwavering commitment to innovation, quality, and continued growth. At the core of our company’s success are our Team Members. The foundation of our way of life has been about making memorable experiences and a positive impact within our industry and the communities in which we live and thrive. Now is an exciting time to join our growing team and a leading company in the vacation industry! We are looking for an Administrative Assistant at Eilan Hotel & Spa with excellent interpersonal skills and an upbeat demeanor to drive a successful company in Operational Support. Distribute incoming mail and packages, filing, and maintaining the retention records. Responsible for processing weekly invoices, reconciling statements, and updating checkbooks, and communicating payment statuses. Create and maintain resort operations contracts and ensure liability insurance certificates are on file for all vendors on the property. Prepare and modify documents, including correspondence, signage, reports, memos, and emails on behalf of the General Manager. Order and distribute resort operations office supplies, toners, and printing/stationery needs, as well as special guests or VIP visitors. Assist in coordinating service calls for office equipment repairs and maintenance. Must demonstrate excellence in service quality standards that affect guest, team member, and vendor satisfaction, responding to guests, team members, and vendors in a timely and professional manner. Running reports for end of month compliance check and reconciliation for Safety Requirements and updating GM on missed opportunities. Promotes safety awareness among all members of the departments, adhering to resort and legislative procedures and regulations. Be a liaison for the GM to the community, team members, and guests. Regular attendance in conformance with the standards, which may be established and revised by HGVC from time to time, is essential to the successful performance of this position. Carries out reasonable requests of management. Confidentiality is necessary. Accurately collects proper documents related to incidents occurring at the resort; completes data entry into the Sedgwick system and keeps General Manager informed throughout the process. Assist in Monthly Inventories, track office supply inventory, purchase orders, and invoices. Track and report guest comment cards and assist in quickly responding to guests. Assist with team meetings (including minutes) and scheduled team lunches and events. Create a recognition program to celebrate Team Member Birthdays and Anniversaries. Prepare materials for annual board and owner meetings. Assist with new hire processing, preparations for QA, and business plans. Provide support to the Front Desk team by assisting with coverage during team meetings, employee absence, scheduled breaks, or periods of high guest volume. Assists on all guest activities as required by management. Carries out a reasonable request by management. What are we looking for? To succeed as an administrative assistant, candidates should be professional, polite, and attentive while being accurate. They should always be prepared and responsive, willing to meet each challenge directly and have a genuine desire to meet the needs of others.

Requirements

High School Diploma
At least one year of related experience
Excellent written and verbal communication
Focus on details, flexible, and able to handle multiple tasks
Knowledgeable in Microsoft Office & Teams.

Nice To Haves

Computer proficiency in Microsoft Word, Excel and Outlook.
Excellent customer service skills.
Proficient in time management; the ability to organize and manage multiple priorities.
Ability to take initiative and effectively adapt to changes.
Able to establish and maintain a cooperative working relation.
Ability to interpret and create spreadsheets.
Able to use sound judgment; work independently, with minimal supervision.
Strong analytical and problem-solving skills.
Able to perform a variety of duties, often changing from one task to another of a different nature, with impending deadlines and/or established timeframes.
Performs well with frequent interruptions and/or distractions

Responsibilities

Distribute incoming mail and packages, filing, and maintaining the retention records.
Responsible for processing weekly invoices, reconciling statements, and updating checkbooks, and communicating payment statuses.
Create and maintain resort operations contracts and ensure liability insurance certificates are on file for all vendors on the property.
Prepare and modify documents, including correspondence, signage, reports, memos, and emails on behalf of the General Manager.
Order and distribute resort operations office supplies, toners, and printing/stationery needs, as well as special guests or VIP visitors.
Assist in coordinating service calls for office equipment repairs and maintenance.
Demonstrate excellence in service quality standards that affect guest, team member, and vendor satisfaction, responding to guests, team members, and vendors in a timely and professional manner.
Running reports for end of month compliance check and reconciliation for Safety Requirements and updating GM on missed opportunities.
Promotes safety awareness among all members of the departments, adhering to resort and legislative procedures and regulations.
Be a liaison for the GM to the community, team members, and guests.
Accurately collects proper documents related to incidents occurring at the resort; completes data entry into the Sedgwick system and keeps General Manager informed throughout the process.
Assist in Monthly Inventories, track office supply inventory, purchase orders, and invoices.
Track and report guest comment cards and assist in quickly responding to guests.
Assist with team meetings (including minutes) and scheduled team lunches and events.
Create a recognition program to celebrate Team Member Birthdays and Anniversaries.
Prepare materials for annual board and owner meetings.
Assist with new hire processing, preparations for QA, and business plans.
Provide support to the Front Desk team by assisting with coverage during team meetings, employee absence, scheduled breaks, or periods of high guest volume.
Assists on all guest activities as required by management.
Carries out reasonable requests of management.