Job Description

JOB SUMMARY

 

This position contributes to Sanctuary on Camelback Mountain’s success by assisting the Resort Manager in day-to-day administrative work and The Administrative Assistant is expected to be ‘hands-on’, assisting all areas of operations while managing the day-to-day administrative needs of the department. This includes running reports, preparing presentations, planning and scheduling meetings and appointments, managing correspondence, filing and maintaining documents and spreadsheets, checkbook management, processing of invoices, personalization of VIP and special attention guests, guest problem resolution and various other projects.

  

JOB FUNCTIONS

 

Note: the following duties and responsibilities are not all-inclusive

 
 

Responsible for updating and maintaining the Resort Manger’s schedule, master calendar, Medallia board and Forbes 5-star updates.

 

Assist in responding to emails and phone calls received in the office.

 

Assist in creating agendas, presentations, pamphlets, training binders, etc.

 

Attend weekly resort staff meetings, taking minutes and ensuring follow up on any action items as necessary.

 

Keep all departments updated on news, changes and additions with well-written memos, e-mails and verbal communication.

 

Assist in scheduling all daily arrival amenities and cards; ensuring that return guests and VIPs are recognized and that their stays are personalized when possible.

 

Work closely to ensure that all site visits received VIP treatment in all Rooms areas, coordinating meet and greets with Resort Manager when possible.

 

Effectively assist MODs and other managers in guest problem resolution.

 

Coordinate "Welcome Back" certificates and service recovery for red carpet guests as requested by MODs and Resort Manager

 

Coordinate service recovery "welcome back" certificates for red carpet guests to ensure that all service recovery stays are coordinated and curated for perfection.

 

Supervise the updating of Guest History program and educate each department of their involvement needs.

 

Ensure that all guest comments from Medallia and Trip Advisor are added to the guest profile.

 

Assist in compiling month-end reports, including comp rooms report, group pickup reports, departmental incentives, housekeeping productivity reports and HotSOS trends.

 

Work closely with Housekeeping Department and Maintenance Department at all times.

 

Supervise the updating of Guest History program and educate each department of their involvement needs.

 

Meet weekly with the Resort Manager to discuss topics of mutual concern.

 

Ensure all areas of responsibility operate in harmony with other hotel departments, providing optimum service to guests at all times.

 

Assist in monitoring guest texting service to assist in responding and answering questions.

 

Assist other Administrators as requested.

 

Perform additional duties as requested by the Resort Manager and Managing Director.

  

JOB REQUIREMENTS

 

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he/she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

 

OPERA PMS experience strongly preferred.

 

Prior hotel Front Office experience preferred.

 

Must maintain highest ethical standards - possessing integrity, honesty, care and fair mindedness

 

Ability to maintain a pleasant disposition and function efficiently in high stress/pressure work environment.

 

Ability to understand and follow written or verbal instructions.

 

Ability to effectively communicate verbally in English.

 

Superior organizational skills.

 

Ability to effectively multi-task.

 

Maintain a professional, flexible and positive attitude.

 

Ability to identify, address and resolve conflict quickly and professionally.

 

Proficient in Microsoft applications such as Word, Excel and Outlook.

 

Report to and from work as scheduled while adhering to all resort policies.

 

Take the initiative to make contributions to the department and resort while maintaining positive working relationships with co-workers.

 

Maintain good safety habits and report unsafe or hazardous conditions to Security.

 

Promote excellent guest relations while living the Sanctuary Commitments, Vision, Mission and Position.

 

Maintain a high level of work quality and quantity per resort standards.

 

Practice teamwork and effective communication with manager/supervisor/staff.

 

At all times maintain the highest standards of professionalism, ethics, and a positive attitude towards all resort guests and fellow co-workers.

  

QUALIFICATIONS

      
 

Education

 

High School Diploma or G.E.D. Equivalent

 

Related Work Experience

 

Must have 1 to 2 years administrative experience.

 

Experience with hospitality and customer service required.

  

  

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

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