Administrative Assistant

Essential Duties 

• Assist hotel management with all administrative tasks (take notes, type reports) 
• Assist management for end of month procedures and reporting 
• Assist front desk and occasionally cover shifts 
• Providing real-time scheduling support by booking reservations and preventing conflicts 
• Enters all invoices in Profitsage with the highest degree of accuracy 
• Sets up all new hires in the Hilton system and assign all computer training 
• Assist management for any task they may need (inventories, paperwork, interview scheduling) and follow up on projects 
• File brand required reporting and perform brand required tasks (points awarding) 
• Occasional bookkeeping tasks (such as auditing banks, Accounts Receivable, Accounts Payable etc) 
• Entering payments and work closely with Front Office manager 
• Reach out to vendors for returns and credits  
• Assist all department heads with inventories 
• Handling office tasks such as filing, generating reports, and keeping accurate records of payments and other transactions 
• Maintain computer and manual filing systems.  
• Screening phone calls and routing callers to the appropriate party.  
• Greet and assist guests.  
• Maintain polite and professional communication via phone, e-mail, and mail.  
• Anticipate the needs of others to ensure their seamless and positive experience.  
• Ensure uniform and personal appearance are clean and professional, maintain confidentiality of proprietary information, and protect company assets.  
• Performs other duties as assigned.

Knowledge and skills required :  

• Need to have some flexibility in availability 
• Shows high degree of focus and accuracy 
• Display a team player attitude 
• Excellent computer skills, especially typing.  
• Attention to detail.  
• Desire to be proactive and create a positive experience for others 
• Able to multitask 
• Previous hotel front desk experience is a plus