Administrative Assistant - Full Time

Job Description

Job Description

At Battle House Hotel and Spa we pride ourselves on delivering unparalleled service in a stunning environment. Our hotel is full of charm, luxury, and modern amenities, offering our guests an unforgettable experience. We are seeking dynamic and results-driven candidates to join our team to deliver outstanding service to our guest.

Why Join Us? This is your opportunity to be part of a prestigious property within the Marriott family, where you can make a significant impact. We offer a collaborative work environment, opportunities for growth, and the chance to work with a passionate team dedicated to creating memorable experiences for our guests.

As a part of the PCH Hotels & Resorts portfolio, we offer a robust compensation and benefits package, including:

• Health, Dental, Vision and Life Insurance including FSA and HSA options
• Short and Long-Term Disability
• Paid holidays, Vacations, PTO and Sick Leave.
• 401k with matching
• Tuition Reimbursement
• Hotel and Food and Beverage Discounts

And much more!

Job Description:

As a member of our hospitality team, the primary responsibility of an Administrative Assistant is to provide efficient administrative support to the Engineering (Maintenance) department and The Housekeeping department helping to streamline operations. This role will delegate service calls and maintenance requests to engineers using two-way radios and record all calls in the Guest Response program. This role will also assist the Directors in coordinating contractors for scheduled repairs and routine vendor maintenance, processing invoices, and tracking materials ordered and received. This role requires excellent organizational and time management skills, strong attention to detail, effective communication abilities, and proficiency in various software and office tools.

Detailed Job Summary

· Receive service calls and maintenance requests, delegate them to the appropriate person using two-way radio communication, and record all calls in the Guest Response program for accurate tracking and follow-up.

· Assist the Director in coordinating contractors for scheduled projects, ensuring timely completion and adherence to project requirements.

· Assist in scheduling routine vendor tasks, such as waste removal, radio repair, and plumbing repairs, to maintain the hotel's functionality.

· Check and work order all engineering and housekeeping work uniforms as needed to ensure a professional appearance of the teams.

· Schedule repairs as needed with the appropriate vendors.

· Provide a monthly reading of the utility meters (gas, water, electric) to Accounting for accurate record-keeping and cost tracking.

· Maintain all purchase orders for the Engineering and Housekeeping Departments, submitting orders to the Director for approval and processing invoices promptly. Track materials ordered and received daily.

· Assist in closing out the period for Accounting and reconcile departmental expenses with the general ledger monthly.

· Assist in ordering routine supplies.

· Maintain general office organization, including file management and answering a busy multi-line phone system to efficiently manage communications.

· Assist in coordinating communication during emergencies, such as water line breaks, storm damage, elevator problems, roof damage, refrigeration issues, pest control, etc., to ensure swift resolution.

· Interact with hotel management in the Director's absence to keep all stakeholders informed and address any concerns effectively.

· Coordinate with the Directors to fulfill any special requests or needs from sales and catering for conventions and events.