Administrative Assistant (Maintenance dept) - Club Wyndham Panama City Beach

Travel + Leisure Co.•Panama City Beach, FL

About The Position

This is an administrative role supporting the maintenance department at Club Wyndham Panama City Beach. The Administrative Assistant performs clerical and coordination duties, including correspondence, scheduling and calendar maintenance, phone and message handling, preparing presentations, maintaining files, arranging appointments and travel, and coordinating meetings. The role uses computer systems to enter and maintain data and coordinates activities related to department functions. It also supports site recognition activities, serves as a point of contact for charity drives, and coordinates facilities requests to help ensure repairs and facility-management requests are completed. The role provides general administrative support to the Site Director and liaises with operations teammates and business functions. It compiles and analyzes information for reports and presentation materials, maintains staffing records and organizational charts, schedules performance reviews, and assists with budget preparation and control. The position also administers department programs and processes, handles administrative matters with internal and external contacts, manages equipment inventory and disposal, and carefully handles owner complaints and confidential issues. The position has moderate autonomy and impact, with direction and guidance from a supervisor. It does not supervise others. Administrative financial duties include vendor setup, invoice processing, card and expense reconciliation, accurate general-ledger coding, monitoring departmental expenses, and managing specified membership, publication, and training expenditures. Minimal domestic travel may be required to work with business partners and attend educational or industry/technology conferences.

Requirements

High school diploma or equivalent; experience equivalent to the education requirement may be accepted in lieu of the education requirement.
At least 1 year of related administrative experience.
Excellent verbal and written communication skills.
Strong organizational and multitasking skills, including the ability to manage multiple projects.
Ability to respond with agility and imagination to rapidly changing conditions and capitalize on opportunities.
Ability to make timely decisions based on an understanding of organizational and department goals and objectives.
Ability to perform responsibilities with a moderate degree of autonomy, with supervisor direction and guidance.
Technical skills with MS Exchange, Outlook, Office Suite, Word, Excel, SharePoint, and PowerPoint.

Nice To Haves

Associate's degree.
Experience in the hospitality services industry.

Responsibilities

Provide general administrative support to the Site Director, including correspondence, phone and calendar management, travel arrangements, meeting and presentation materials, and special projects.
Liaise with operations teammates and business functions to support administrative responsibilities and directives on behalf of the Site Director.
Compile, develop, and analyze information for reports, presentations, charts, graphs, and tables.
Maintain department staffing information, including job descriptions and organizational charts, and schedule performance reviews.
Assist with budget preparation and control; administer department programs, projects, and processes.
Serve as a liaison on administrative issues related to department functions, including handling owner complaints and sensitive or confidential matters.
Maintain equipment inventory and arrange equipment disposal.
Support site recognition activities and serve as a point of contact for site charity drives.
Coordinate with facilities to ensure repairs and facility-management requests are addressed.
Review department expenditures, track expenses, and ensure correct general-ledger coding.
Set up new vendors, process invoices, and reconcile PCard, AMEX, travel, and expense accounts.
Monitor departmental budget expenses and manage industry-association dues, publication subscriptions, and development-course and seminar expenditures.
Provide accurate and timely information to business partners and direct owner inquiries or complaints to the appropriate departments.
Monitor and distribute internal and external inquiries from general company email boxes.
Travel minimally within the domestic United States to work with business partners or attend educational and industry/technology conferences.

Benefits

Medical coverage
Dental coverage
Vision coverage
Flexible spending accounts
Life and accident coverage
Disability coverage
Paid time off, depending on position
Parental leave, depending on position
Holidays, depending on position
Paid volunteer time through a Wish day for volunteering at an approved organization
401(k) with employer match, subject to eligibility requirements
Legal and identity theft plan
Voluntary income protection benefits
Wellness program, subject to provider availability
Employee Assistance Program