Administrative Assistant - FT - GPP bei GRAND PACIFIC RESORTS INC

Description

Description

As an Administrative Assistant, you will assist the Resort Manager with clerical and administrative functions of the daily operations of the property by performing the following duties.  Must be organized, flexible, a self-starter and require little or no supervision.  Must be available to work a varied schedule, including weekend days if needed. Computer knowledge required and must deal with confidential matters.

The ideal candidate must possess a high energy level and be comfortable performing multifaceted projects in conjunction with normal activities.  Must be well organized, problem solving skills.  Advocates Team Support.  Ability to get along with diverse personalities – tactful, mature, flexible.  Customer Service oriented.

Essential and Non-Essential Duties & Responsibilities

The Administrative Assistant is a multi-faceted position.  Your responsibilities will include but are not limited to:

• Report to the Resort General Manager
• Assists in the preparation of reports and HOA mailings.
• Attends Board of Directors meetings.
• Assists with annual Homeowners meeting preparations.
• Records, prepares and distributes minutes of staff meetings.
• Schedules appointments for Resort Manager, as needed.
• Arranges travel schedule and reservations.
• Available in the absence of the Resort Manager.
• Assists with planning of meetings for staff.
• Is active member of Safety Committee and attends monthly meetings.
• Prepares and distributes Safety Committee meeting notes.
• Attends corporate forums as requested.
• Assists as needed in preparation for site visits.
• In cooperation with other management personnel, assist in responding to owner feedback and surveys.
• Composes and types routine correspondence.
• Compiles and types statistical reports.
• Maintains all Association on-site records.
• Makes copies of correspondence or other printed matter.
• Files correspondence and other records.
• Maintains dry storage supply closet and orders office supplies as needed.
• Facilitates the group rental program at the resort.
• Responsible for procurement of group rental prospects.
• Develops local partnerships to grow the group rental program.
• Adheres to all company policies as noted in the Employee Handbook.
• Participates in all required safety meetings/classes.
• Conducts themselves in a professional manner at all times.
• Follows all rules and regulations set forth in the latest employee handbook.
• Payroll and health insurance liaison for employees:  assists employees in Human Resource paperwork and processing with Corporate Office.
• Other duties may be assigned.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is regularly required to stand, use hands, talk, hear, taste and smell.  The employee frequently is required to reach with hands and arms.  The employee is occasionally required to walk, sit, stand, stoop, kneel, crouch, or crawl.  The employee must occasionally lift and/or move up to twenty-five (25) pounds.  Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus.
• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  While performing the duties of this job, the employee is occasionally exposed to fumes or airborne particles and risk of radiation.  The work environment is that of a typical office with a moderate noise level.  This noise level is created by light foot traffic and office equipment noise such as computers, printers, calculators, phones, etc.

Qualifications

Qualifications for our ideal candidate

• 2 to 4+ years related experience and/or training; or equivalent combination of education and experience.
• Prior work in motel/hotel management and timeshare experience preferred.
• Computer literate in Windows programs and any property management system.
• Certification in CPR, Basic First Aid desirable.
• Valid CA or NV driver’s license.  Clean DMV record.  Must be bondable.
• Ability to read and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals or correspondence.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.
• Ability to read, analyze, and interpret financial reports and legal documents.
• Ability to respond to common inquiries or complaints from customers or members of the general public.
• Ability to effectively present information to top management, the public, groups, and/ or Board or Directors.
• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to work with mathematical concepts such as probability and statistical information.  Ability to compute rate, ratio, and percent.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
• Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

Management may modify, at its discretion, this job description to meet the company’s changing needs.