Administrative Assistant (Maintenance Department)

Hilton Grand Vacations•Branson, MO

About The Position

Admin Assistant within the Maintenance Department , you will support all business functions for department. Ensure and deliver strong procedures, ensure high internal customer satisfaction. Deliver and execute all business needs to support the Maintenance department in a timely manner. Manage business relationships with managers, internal departments, and team members. The Admin Assistant at Falls Village Resort is responsible for driving company success through performing the following tasks to the highest standards: Works with department leadership to meet deadlines and supports the overall business operation for the Maintenance Department to support budget and business needs. Support leadership team by ensuring all calendars, meetings, rosters, phone lists, and all other department related tracking is accurate and up to date. Ensure compliance with performance management regarding attendance, missed punches, sales volume and other performance management metric and ensure team members turn in their forms in a timely manner to meet payroll deadlines. Work with trainer and managers to schedule all ongoing training for new hires, new hire system set up, and ensure new hires have all onboarding set up completed. Assist in ensuring all personnel changes (resignations, terminations, position changes) are completed and updated in Oracle Order office supplies and keep track of inventory. Process monthly expense reports for leaders. Update TV monitors with stats and recognition daily. Capture minutes of meetings for leadership. Assist with sales recognition initiatives. Plan events committee for sales team for monthly and quarterly recognitions. Act as public relations liaison with customers, contracts, and management. Generate and process accurate reports for management as needed. Write and distribute memos for management including keeping department P/P updated Monitor and evaluate customer service results, and open lines of communication between Sales and Marketing to support overall department performance. Adhere to the cultural and service agreements. Support overall procedures for Maintenance Department to ensure consistency and compliance. Partner with any other areas to ensure any system issues are reported and resolved that impact Direct Sales functionality. Carry out any other reasonable requests by management of which the associate is capable of performing

Requirements

Experience within hotel/resort maintenance
Demonstrated experience with Microsoft Office
Demonstrated experience with composing internal and external correspondence with excellent spelling, grammatical, and formatting skills.
Ability to perform basic math calculations (i.e. addition, subtractions, division, percentages, proration, etc.)
Excellent interpersonal communication skills essential.
Flexibility in work schedule and ability to handle multiple tasks necessary.
Must be accurate and detail oriented.
Excellent verbal and written communication skills
Must be able to meet and deal with people from all walks of life with ease and diplomacy.
Excellent customer service skills.
Maintain an upbeat and positive demeanor at all times

Responsibilities

Works with department leadership to meet deadlines and supports the overall business operation for the Maintenance Department to support budget and business needs.
Support leadership team by ensuring all calendars, meetings, rosters, phone lists, and all other department related tracking is accurate and up to date.
Ensure compliance with performance management regarding attendance, missed punches, sales volume and other performance management metric and ensure team members turn in their forms in a timely manner to meet payroll deadlines.
Work with trainer and managers to schedule all ongoing training for new hires, new hire system set up, and ensure new hires have all onboarding set up completed.
Assist in ensuring all personnel changes (resignations, terminations, position changes) are completed and updated in Oracle
Order office supplies and keep track of inventory.
Process monthly expense reports for leaders.
Update TV monitors with stats and recognition daily.
Capture minutes of meetings for leadership.
Assist with sales recognition initiatives.
Plan events committee for sales team for monthly and quarterly recognitions.
Act as public relations liaison with customers, contracts, and management.
Generate and process accurate reports for management as needed.
Write and distribute memos for management including keeping department P/P updated
Monitor and evaluate customer service results, and open lines of communication between Sales and Marketing to support overall department performance.
Adhere to the cultural and service agreements.
Support overall procedures for Maintenance Department to ensure consistency and compliance.
Partner with any other areas to ensure any system issues are reported and resolved that impact Direct Sales functionality.
Carry out any other reasonable requests by management of which the associate is capable of performing