Executive Administrative Asst / HR Coordinator

Executive Assistant & HR Coordinator

Overview:

To handle all administrative duties as required bythe General Manager and the HR Director.Assists with the coordination of all functions of the Human Resources department.

Responsibilities:

Assistant to the General Manager:

• Extensive administrative duties and responsibilities; communication and distribution of daily/weekly/monthly reports and correspondence to corporate office and ownership, operation procedures, handling confidential material and information, daily distribution of the mail, daily check deposit of accounts receivables.

• Responsible for obtaining signatures of approval for all internal and externalrouting of check requests, expense reports, personnel information forms (PIF), project expenditure approval forms (PEA), performanceevaluations and other confidential correspondence as necessary, anddistribute ina timely and efficient manner.

• Manage schedules forthe Executive Committee andensure that all directors and managers receive messages and appointmentsin a timely manner.

• Manage day-to-day guest relations and corporate guest relations, all external guestcorrespondence and internalcommunications; including Daily Medallia Reports, ELMER, Synergy input and Reports, and Guest Alerts.

• Maintain guest relations files andensure that all information is included infile,i.e. guest correspondence, letters, fax, emails, information, guest folios, gift certificates, etc.

• Maintain Gift Certificate Log to include value, purpose, dateissued and date redeemed.

• Coordinate all travel arrangementsincluding; reservations, transportation, golf, amenities, and in-house meetings and events for VIP’s, corporate and ownership visits.

• Maintain reader files for upcoming meetings, VIP guests,meetings, and events, etc.

• Maintain hotel licenses, permits,contracts, and certificates of insurance.

• Assist Accounts Payable with monthly reconciliation of transportation billing, American Express Ledger for Air Travel and Nextel/Sprint Phone Bill.

• Maintain Nextel Communications for all managers andsupervisors; including ordering,coding and billing.

• Involved in associate events andactivities committees within the resort.

• Perform otherduties assigned by management.

Assistant to the HR Director:

• • Professionally and warmly meet and greet all guests to ASC.

  • Provide administrative support tothe HR Director.

  • Assist with the recruitment process to include pre-screening and scheduling interviews of line level position applicants for department hiring managers, posting open positions, andmaintaining open position listing

  • Generate and analyze complex reports and queries inUltipro.

  • Oversee Power of Engagement tracking efforts, as well as the Omni Hotels & Resorts LMS System for assigned property.in Dayforce.

  • Oversee all aspects of New Hire Orientation preparation, as well asfacilitate assigned sections of New Hire Orientation.

  • Assist withthe processing of new hire paperwork.

  • Maintain department logs, binders, and employee files.

  • Develop associate communications network within the hotel, via weekly newsletter, monthly calendar, bulletin boards, posters, and flyers.

  • Enter andmaintain allassociated data intoDayforce (HRIS).

  • Answerphone and email inquiries. Type memos and othercorrespondences.

  • Maintain orderliness of office supplies and equipment.

  • Participates in planning and execution of associate events planned by the Human Resources Department.

  • Oversee the documentation tracking process.

  • Champions Omni culture onproperty and enthusiastically promotes opportunities within the hotel and company.

  • Facilitate a culture of praise and recognition byassisting with the implementation of various employee recognition programs

  • Collect, sort, and distribute office mail.

Qualifications:

• Minimum of 3years' experience

• Education –associate degree

• Skills; Proficient in Microsoft Office Suite (Word, Excel,PowerPoint and Outlook)

• High level of written and verbal communication skills.

  The ability to work in a fast-paced high-pressure work environment while executing delegated tasks and assignments.

  Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management, and co-workers, both in person and by telephone.

  Must have strong computer skills, including advancedproficiency in Microsoft Office programs, Internet research, and the ability to quickly learn new software.  

  Must be able to work independently and successfully complete projects with minimal oversight.

  Exceptional organizational skills with the ability to prioritize and multi-task effectively

  Highly motivated self-starter focused on quality, organization, guestservice, and teamwork.

  Must be able tomaintain a professional appearance and create a welcoming environment for potential and current associates.