Summary:
The Administrative Secretary is a multitask position responsible for support with administrative and accounting duties for the Executive Office Management.
Responsibilities
- Meets and exceeds customer expectations.
- Communicates effectively with customers, supervisors, and co-workers
- Attends work on time as scheduled and adheres to attendance policy
- Provides change to hotel associates.
- Ensures safety and security of all funds in their possession.
- Audits deposits to ensure correct check handling procedures are followed. Reports problems with check handling procedures to the Accounting Manager for follow-up with department leader. Provides supporting documentation as needed.
- Retrieves deposits from the hotel safes, verifies deposit totals to drop sheets, and reports any variances to the Accounting Manager
- Audits house banks and hotel’s safe on regular basis to ensure accurate cash inventory
- Reports cash handling discrepancies to the appropriate hotel leaders.
- Prepares hotel’s overall change order daily and maintains an adequate amount of change in the hotel’s safe
- Maintains confidentiality of accounting records
- Helps Accounting Manager in completing his/her tasks
- Answers phone using proper phone etiquette. Directs calls to the appropriate staff member depending on type of business, number of sleeping rooms, and meeting room needs
- Types/revises and mails/faxes contracts
- Files necessary office documents according to standard office procedure
- Pulls trace files for follow-up by the sales manager
- Prepares and mails out sales kits
- Ensures showrooms are ready to go for client visits
- Prepares property visit packets for the sales managers
- Greets clients in a warm and hospitable manner
- Orders logo items when necessary. Maintains and orders the adequate stock of office supplies for the Executive Offices.
- Assists with the preparation of VIP packs for guests
- Types sales intro letters
- Guest correspondence
- Organize GM work flow
- Track due dates for GM’s direct reports
- Create summary reports of hotel activities
- Handle project due dates and following up on overdue items
- Take dictation
- Distribute communication throughout the hotel
- Assist with applicant flow
- Assist with orientation preparation
- Acts as guest champion and meets with staff on a regular basis to attend to guest issues
- Performs other duties as assigned by management
Other Information
SKILLS
- Ability to type at least 65 words per minute.
- Proficient with Microsoft Office Applications. (i.e. spreadsheets in Excel, documents and memos in Word)
- Able to use a 12-key calculator, copy machine, telephone, and personal computer.
- Able to accurately and efficiently perform accounting functions.
- Honest and ethical in all activities.
- Highest level of professionalism and customer service.
EDUCATION/EXPERIENCE
- No required education/experience
FULL TIME BENEFIT OVERVIEW
- Medical, Dental, and Vision
- Life Insurance
- Employee Assistance Program (EAP)
- 401(k)
- Vacation and Paid Time Off (PTO)
- Tuition Reimbursement
- Complimentary and Discounted Rooms
Location Code: 2850
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