R&M Administrative Assistant

JOB SUMMARY                                                                                                                                                                                                                                

This position contributes to Sanctuary success by performing administrative duties for the Engineering and Grounds departments. This position also ensures the safety and comfort of the guests and employees.   A focus on living the Sanctuary Commitments and our vision of Where Pride and Compassion Meet are also critical to the success of this position as a heart of the house community member.

JOB FUNCTIONS                                                                                                                                                                                          

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

• Maintains all record keeping and filing. 
• Fills out purchase orders for the Director of Engineering’s signature.
• Codes all bills for payment by Accounts Payable.
• Compiles reports of maintenance tracts for hours and materials to be charged to the homeowners.
• Does competitive pricing and keeps Director of Engineering advised of changes.
• Answers and processes all telephone calls.
• Solicits and prepares bids for review by the Director of Engineering.
• Orders supplies on approved purchase orders and then receives shipments of ordered parts.
• Monitors the budget and advises the Director of Engineering on a daily basis.
• Monitors and makes any needed corrections to E-time timecard system for Engineering and Landscape departments on a daily basis.
• Sets appointments for the Director of Engineering.
• Type’s correspondence for the Director of Engineering.
• Orders all property signs.
• Creates various forms for use in the Engineering and Landscape departments.
• Handles distribution of all correspondence.
• Orders all equipment and materials for the Engineering, and Landscape departments.
• Assigns Engineering and Landscaping projects to engineers and groundskeepers.
• Dispatches Engineers and Landscapers to complete all room calls, work orders, and requests for service in all guest, public, and staff areas.
• Maintains all first aid cabinet supplies.
• Telecommunications - orders all two-way radios, cell phones, and pagers.
• Contacts outside vendors for repairs and maintenance for the Resort’s telephone system.
• Attend and report to Daily Morning Lineup Meetings and weekly Staff Meetings.
• Completes other projects as assigned by the Director of Engineering or Chief Engineer.

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.

• High School Diploma or equivalent.
• Previous administrative experience required.
• Technical training or one-year experience in the hotel/motel or construction trade.
• Good communication and personal relation skills.
• Ability to lift, push/pull and grasp objects or carry supplies weighing up to 30 lbs. occasionally to waist height.
• Ability to effectively multi-task in a fast-paced environment.
• Excellent computer skills and knowledge of various programs, especially Excel.

• Report to and from work as scheduled while adhering to all resort policies and employee handbook.
• Adhere to uniform, personal hygiene and appearance standards at all times.
• 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 your manager.
• 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/co-workers. 
• At all times, maintain the highest standards of professionalism, ethics, and a positive attitude towards all resort guests and fellow co-workers.
• Attend all meetings and training as scheduled by department manager.