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

Wyndham Hotels & Resorts • Panama City, FL

1d

About The Position

This is an administrative role supporting the maintenance department at Club Wyndham Panama City Beach. The Administrative Assistant performs clerical and administrative duties, including correspondence, scheduling, calendar maintenance, answering and screening calls, taking messages, preparing presentation materials, maintaining files, making appointments and travel arrangements, and coordinating meetings. The role uses computer applications 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 site charity drives, and coordinates with facilities to ensure repair and facilities-management requests are addressed.

The position provides general administrative support to the Site Director and works with operations teammates and business functions. It compiles and analyzes information for reports and presentations, maintains staffing information, assists with budget preparation and control, and administers department programs and processes. It also handles administrative issues across department functions, including sensitive matters and owner complaints, and is responsible for equipment inventory and disposal. The role has a moderate degree of autonomy with supervisor guidance and does not supervise others. 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 multi-project tasking skills.
• Ability to respond to rapidly changing conditions with agility and imagination and capitalize on opportunities.
• Technical skills with MS Exchange, Outlook, Office Suite, Word, Excel, SharePoint, and PowerPoint.
• Ability to make timely decisions based on knowledge and understanding of organizational and department goals and objectives.
• Ability to perform responsibilities with a moderate degree of autonomy, with direction and guidance from a supervisor.

Nice To Haves

• Associate's degree preferred.
• Hospitality services industry experience desirable.

Responsibilities

• Provide general administrative support to the Site Director, including correspondence, communications, 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 programs, projects, and processes specific to the department and business unit.
• Serve as a liaison on administrative matters within and outside the company, handling owner complaints and sensitive or confidential issues carefully.
• Maintain equipment inventory and coordinate equipment disposal.
• Support site recognition activities and serve as a point of contact for site charity drives and facilities requests, including repairs and facilities-management requests.
• Support administrative financial processes, including vendor setup, invoice processing, weekly PCard reconciliation, AMEX and travel-and-expense reconciliation, correct general-ledger budget coding, and monitoring department expenses.
• Maintain industry-association membership dues and publication subscriptions, and manage development-course and seminar expenditures for department management staff.
• Assist owners with complaint and problem resolution by handling inquiries and directing them to appropriate departments.
• Monitor and distribute internal and external inquiries from general company email boxes.

Benefits

• Medical
• Dental
• Vision
• Flexible spending accounts
• Life and accident coverage
• Disability coverage
• Paid time off, depending on position
• Parental leave, depending on position
• Holidays, depending on position
• Wish Day paid time to volunteer 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED