Hamleys SH Administrative Operations Assistant

Wildhorse Resort & Casino•Pendleton, OR

12d•$18 - $26

About The Position

Performs critical clerical support functions for the Food and Beverage Department while assisting with event logistics, group booking administrative workflows, and departmental communication. This role coordinates scheduling, processes event paperwork, tracks attendance, and acts as a central operational liaison between management, service staff, and guests.

Requirements

Two (2) years of secretarial, hospitality administrative, or venue event support experience.
High School Diploma or GED (or 10 years of relevant professional experience).
Strong computer literacy with demonstrated proficiency in word processing, spreadsheets, and database management.
Excellent verbal and written communication skills with strong grammar, spelling, and professional interpersonal abilities.
Ability to perform repetitive motions of the wrist, hand, and fingers; sit for long periods; lift and maneuver up to 25 pounds; and navigate a noisy environment.
Must be at least 21 years of age.

Nice To Haves

Hands-on experience with restaurant POS systems and HR/time-tracking software
Basic working knowledge of catering workflows, culinary operations, or previous F&B supervisory support experience.

Responsibilities

Provides daily clerical assistance to F&B management, including typing memos, creating meeting agendas, photocopying, faxing, and filing materials.
Maintains department calendars, meeting schedules, banquet timelines, and management appointments.
Assists with preparing banquet contracts, event worksheets, room diagrams, and event documentation.
Confirms event details with clients and communicates updates to management and operational departments.
Reviews, maintains, and distributes detailed Banquet Event Orders (BEOs) to the kitchen, service, and setup staff to ensure operational alignment.
Assists with post-event reconciliation, billing, guest follow-up, and documentation.
Reconciles daily time logs, records accurate employee hours or leave, and makes necessary personnel entries in UKG systems.
Audits payroll records for accuracy prior to submission.
Maintains strict confidentiality while managing personnel satellite files, event guest profiles, contracts, and financial documents.
Serves as an internal communications hub regarding schedules and training, while answering incoming calls and routing external event inquiries appropriately.
Assists with invoice processing, purchase orders, departmental expense tracking, and budget documentation.
Ensures personnel, payroll, and guest information is maintained in accordance with company confidentiality standards.
Ability to work independently with minimal supervision while collaborating effectively as part of a team.
Complies with regulatory laws, employee handbooks, and safety codes while executing tasks independently and managing multiple projects simultaneously.
Coordinates department meetings, training sessions, and employee recognition activities.
Supports special projects, promotions, seasonal events, and operational initiatives.