Administrative Assistant Job at Grand Palms Resort in Town of Florida

Administrative & Bookkeeping

Summary

Assist the Accounting/Finance department with administrative activities. Performs duties of a highly confidential nature. Analyzes and organizes office operations and procedures, such as typing, bookkeeping, flow of correspondence, filing, requisition of supplies, and other clerical services.

Responsibilities

• Assist the Controller with bank reconciliations, balance sheet account reconciliations, and other light bookkeeping duties.
• Oversee daily administrative tasks, including managing office supplies, coordinating maintenance, and ensuring the office environment is organized and efficient. Managing accounts and performing basic bookkeeping.
• Handle incoming and outgoing communications, including emails and phone calls, ensuring timely responses and effective communication among team members.
• Manage calendars for hotel executives, schedule meetings, and coordinate appointments to optimize time efficiency.
• Assist with guest inquiries and requests, ensuring a positive experience by directing them to the appropriate departments or personnel.
• Maintain the hotel's reservation system, ensuring accurate and up-to-date bookings, and assist with financial reporting and budget tracking.
• Prepare and draft correspondence, memos, reports, and presentations for management, ensuring all documentation is accurate and professionally formatted.
• Enter and maintain accurate data in databases and spreadsheets, ensuring easy accessibility for team members. Creating and maintaining electronic and physical filing systems.
• Research as needed to gather information for projects or reports, and support project management by tracking timelines and deliverables.
• Must be 21 years or older.
• Associate's Degree (A.A.) or equivalent from a two-year college or technical school.
• Detail-oriented, self-motivated, and able to work in a deadline-driven environment.
• Excellent organizational skills.
• Prior experience in administrative support or a similar role is often required or preferred.
• Ability to add, subtract, multiply, and divide mathematical figures.
• Real, analyze, and interpret general business periodicals, professional journals, technical procedures or government regulations.
• Ability to compare data from a variety of sources for accuracy and completeness.
• Excellent communication skills, both written and verbal.
• High degree of poise and professionalism when interacting with internal and external contacts.
• Perform other tasks assigned by the Controller, General Manager, and Owners.

Core Competencies

• Critical Thinking
• Complex Problem Solving
• Judgement and Decision Making
• Reading Comprehension
• Speaking
• Ethical Conduct