Administrative Assistant
About The Position
Ensure visitors are greeted with courteous and efficient service; providing an Its My Pleasure response to all emails and telephone correspondence, and responsible for overall support to the office team as needed. Consistently models the behavior of a ‘Baywood Ambassador who: — Maintains a professional image, including appearance, verbiage, and body language, at all times — Warmly greets both guests and coworkers (using the 10/5, first and last rule) every time they come in contact — Actively listens to guests, responding appropriately to their questions and/or concerns. Seeks guidance and/or assistance from others to ensure satisfaction — Fosters teamwork by offering assistance to others, as needed — Continuously monitors the surroundings at work, in order to identify any cleanliness, safety, security, or building upkeep issues. Reports discrepancies to the proper department — Contributes to a safe work environment by following proper safety guidelines in matters of attire, utilizing protective gear, and following safety procedures — Recommends other Baywood properties to our guests, when appropriate — Consistently demonstrates our It’s My Pleasure service philosophy by identifying and seizing each golden opportunity to exceed guest expectations
Requirements
- High School diploma
- Previous administrative and customer experience preferred; however, ability gained through 2+ years related employment or on-the-job training may substitute for actual Front Desk experience.
- Ability to multi-task
- Ability to communicate effectively, both written and oral
- Ability to work the shifts required for the position
- Ability to learn and adhere to Baywood Hotels’ standards
- Ability to take information from various sources and determine a responsible course of action
- Ability to understand interdepartmental relationships
- Ability to operate office equipment and industry specific software
- Ability to remain calm during stressful situations
- Walking and Standing: Occasionally
- Sitting: 90% (Must be able to sit for a majority of shift, usually 8 hours)
- Bending, Stooping, Reaching: Occasionally
Responsibilities
- Assists the regional corporate team with various tasks
- Answers incoming telephone calls, handling multi-line phone system
- Greets and directs visitors
- Compiles data and prepare a variety of reports on a daily and bi-weekly basis
- Organizes and distributes incoming and outgoing mail, including outgoing checks to vendors
- Assist with invoices
- Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
- General administrative duties, photocopying, scanning, filing, faxing etc.
- Controls and re-orders office supplies online, via fax or telephone
- Assists with check requests from the properties, verifying AP requests for cleared checks, past due invoices
- Checks Direct Bill Application References
- Fill in gaps when accounting is shorthanded (Example: Processing Accounts receivable if Accounting Manager is out)
- Restocks refreshments and kitchen supplies as needed
- Adheres to Confidentiality Agreement in all aspects of Associates/ Management confidential information that is communicated.
- Onboarding oversight ensuring hotels have complete onboarding files, communicates deficiencies to General Manager and Regional Manager.
- Participates in the quarterly CII report and communicate results to Regional Managers
- Responds to Unemployment claims in a timely manner
- Responds to Wage Garnishments in a timely manner
- Monitors the Monthly Property Safety Minute Meetings and communicates to Regional Team
- Additional duties may be added at any time at the discretion of management
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
