Administrative Assistant

Highgate Hotels•Carolina, PR

1d•Onsite

About The Position

Embassy Suites San Juan Hotel & Casino is seeking a dynamic and personable individual to join the sales and marketing office team. The Administrative Assistant is responsible for clerical, administrative, and other duties to assist in the smooth operation of the reporting department. He/she is also responsible for providing attentive, courteous and efficient service to all guests.

Requirements

High school diploma or equivalent
Minimum 1–3 years in administrative or sales support role, preferably in hospitality.
Strong organizational and multitasking abilities.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite
Fully bilingual
Ability to maintain confidentiality and handle sensitive information.
Maintain Highgate Hotel standards for appearance, attendance, safety, and confidentiality while demonstrating initiative and adaptability.

Nice To Haves

Associate or Bachelor’s degree preferred.
Prior experience with Hilton OnQ and Delphi FDC is preferred.

Responsibilities

Answer and route phone calls and emails promptly and professionally.
Open, sort, and distribute incoming mail and correspondence.
Maintain organized filing systems for all sales-related documents.
Prepare and type departmental letters, contracts, proposals, and reports.
Assist with copying, scanning, mailing, and other clerical tasks.
Maintain adequate inventory of office supplies and place orders as needed.
Receive and distribute sales leads efficiently to appropriate managers.
Prepare proposals, estimates, and contracts as directed.
Maintain and update trace files and follow-up systems for sales activities.
Support sales managers with scheduling, reports, and client communications.
Greet clients, guests, and vendors in a courteous and professional manner.
Provide attentive and efficient service to internal and external customers.
Help prepare marketing materials and presentations for sales initiatives.
Ensure smooth daily operations of the sales office.
Manage mail check deposits
Stay updated on relevant computer programs and technology tools used by the department.
Attend meetings and training sessions as required by management.