Administrative Assistant (NE) - Cavalier Resort - Professional Hospitality Resources, Inc. and Ocean Beach Club LLC

The Administrative Assistant/Sales Receptionist to the Sales Department is responsible for facilitating all communications between clients and the sales office, coordinate meetings for the sales team, accumulate reports on a daily/weekly basis and assist in promotional writing when needed. This AA will directly assist with project compilation and execution, take/publish meeting minutes as appropriate and assist with show rooms on a daily basis. Handling of telephones for executive office as needed and customary general office duties and responsibilities (photocopying, faxing, transcribing, processing of PAF's, PO's and other normal documents for management approvals, etc.).

Responsibilities of Gold Key|PHR hourly Associates:

1. Know your job. Complete job skills training and possess a clear knowledge of the job, know property standards, listen attentively in Pre-shift and ask for clarification of assignments and expectations. Apply experience and training to accomplish tasks.

2. Be on time. Follow attendance guidelines and reports to work on time, and in uniform and follow clock in and out procedures.

3. Be on stage. Associates are friendly, approachable, and always willing to assist. Associates must follow property personal appearance standards, is well groomed, in uniform and practices good personal hygiene

4. Serve. Conduct yourself professionally and collaboratively with Guests and fellow Associates an in accord with the company’s service culture, “The Keys to Making it Right.”

5. Work smart. Understand the needs of the shift, use resources properly, complete all assignment methodically and promptly without losing attention to details.

6. Use your tools. Use the approved tools and checklists to complete assigned tasks.

7. Measure Up. Associate produces work that meets the standards of the department in terms of volume and quality. Associate meets goals and measures as defined by Department Leadership.

8. Respect the space. Keep your work area clean and organized. Report any deficiencies promptly to your Supervisor.

9. Be safe. Report unsafe work conditions or practices and safety or security violations in accordance with company policy.

10. Support the Team: Cooperate with other associates and supervisors striving to create a positive work environment. Support team efforts through carrying out responsibilities in a constructive and professional manner.

11. Other duties as assigned.

1. Weekly Scheduling for sales staff, take/distribute meeting minutes as assigned for daily stand up meetings.
2. Update sales house account on a daily basis
3. Process daily e-mails and information flow established
4. Follow up on requests, reports, and projects assigned to and from the DOGS, Sales Manager and Revenue Analyst.
5. U.S. Mail/Fed-Ex Labeling, metering, postage and afternoon delivery.
6. Handles telephone activity for sales office as customary.
7. Executes customary office duties to include: photocopying, faxing and transcribing.
8. Assembles daily/weekly reports.
9. Assists in preparation of assignments, projects and initiatives as tasked.
10. Assist daily with Group Q leads, web site tracking and distribution of sales and catering leads.
11. Prepare daily newsletter: create, copy and distribute.
12. Maintain business center including computer/laptop station, printers, copy/fax machine, ink and credit card machine.
13. Maintain all hotel printers and copiers including repair, upkeep, ordering toner and general maintenance.
14. Ordering and distribution of all office supplies.
15. Directs guest inquiries to appropriate Sales Manager and follow up for response.
16. Filing, organizing and maintaining filing system for DOGS, Sales Manager, and Revenue Analyst
17. Create coupons, business cards, post cards for groups and clients.
18. Ordering of VIP Amenities: Filling out forms and delivering to room service.
19. Ensure that all guest requests are satisfied in a timely and efficient manner. Provides service in a highly professional manner at all times.
20. Screen incoming calls, responding independently when possible.
21. Responsible for agendas, action items & minutes for Department meetings.
22. Maintains department files/ records both confidential & non-confidential.
23. Composes & prepares department correspondence, reports, & other necessary documents.
24. Understand & communicate Company processes, policies & standard operating procedures to the department when applicable.
25. Update Process Site if needed.
26. Provide administrative support to department by making copies, faxing, filing, transcribing & emailing.
27. Conduct research on an as needed basis.
28. Assist in the preparation of assignments, initiatives, projects & reports.
29. Follow up on all assigned assignments, initiatives, projects & reports.
30. Orders & distributes office supplies.
31. Extremely organized & is able to handle several projects & tasks simultaneously.
32. Successfully complete all other duties as assigned.

Type Qualification
Experience Prior experience as a professional administrative assistant
Skill Clear verbal and written skills
Skill Strong organizational and multi tasking abilities
Skill Sound computer literacy - Excel, Word, Outlook, Lotus, Access, Power Point, and Delphi
Skill Ability to work with numerical data
Skill Analytical and problem solving capability
Skill Highly tuned interaction and people skills (ability to successfully communicate with hourly associates, management, and clients)
Education High School Diploma or certified vocational training
Skill Proficient in MS Office products including: Word, Excel, Powerpoint, Publisher & Visio.
Skill Ability to prioritize tasks and organize data, reports, and schedules
Experience Previous experience working with general office equipment (facsimile, mail machine, copier, etc)
Education High School diploma or GED required
Experience Previous experience working in an entry level administrative position required (i.e., jr. admin, receptionist, file clerk, etc.)