Administrative Assistant Jobs

About The Position

Requirements

• High School diploma or equivalent required
• Minimum 2 years of administrative, hospitality, facilities, maintenance, or related experience preferred
• Working knowledge of general hotel engineering, maintenance, facilities operations, tools, equipment, and terminology
• Proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint
• Proficient verbal and written communication skills in English, bilingual English/Spanish helpful
• Excellent customer service and interpersonal skills with the ability to interact professionally with guests, employees, vendors, and contractors
• Strong organizational skills and exceptional attention to detail
• Ability to manage multiple administrative and operational responsibilities simultaneously while meeting deadlines
• Ability to accurately maintain records, work orders, invoices, schedules, and other departmental documentation
• Ability to communicate effectively and collaborate with cross-functional teams, including Maintenance, Finance, Operations, Guest Services, Front Office, and Housekeeping
• Ability to prioritize work requests and respond appropriately to changing operational needs
• Strong problem-solving and decision-making skills with the ability to address routine issues and escalate complex situations appropriately
• Ability to work independently with minimal supervision while maintaining effective communication with department leadership
• Ability to adapt quickly to changing priorities and work effectively in a fast-paced hotel environment
• Basic understanding of workplace safety practices, OSHA requirements, and appropriate procedures for working around maintenance tools, equipment, and facilities

Responsibilities

• Answer and coordinate incoming calls, service requests, guest requests, and maintenance-related communications, ensuring requests are appropriately documented and routed
• Generate, distribute, track, and close work orders from daily inspection sheets, departmental requests, and other maintenance activities
• Review daily work sheets and provide updates to department heads and management regarding outstanding work requests, priorities, and completion status
• Issue and track preventive maintenance work sheets and assist with maintaining accurate preventive maintenance records
• Maintain organized and accurate Engineering files, records, equipment documentation, Standard Operating Procedures (SOPs), and maintenance-related information
• Process invoices, purchase orders, and departmental expenditures in accordance with established procedures and budget requirements
• Order maintenance materials, supplies, and equipment as directed and assist with monitoring departmental inventory and expenses
• Coordinate contractor and vendor communications, including scheduling meetings, service visits, inspections, and follow-up activities
• Assist the Engineering team with basic maintenance-related tasks and service calls when appropriate and within the scope of the position
• Coordinate with Guest Services, Front Office, Housekeeping, Finance, Operations, and other departments to facilitate timely completion of maintenance requests and minimize disruption to hotel operations
• Communicate guest comments, concerns, and complaints related to maintenance to the appropriate Engineering leadership and assist with timely follow-up
• Other duties as assigned

Benefits

• Health, Dental and Vision Insurance Programs
• Flexible Spending Account Programs
• Life Insurance Programs
• Paid Time Off Programs
• Paid Leave Programs
• 401(k) Savings Plan
• Employee Ski Pass
• Other company perks