Operations Administrative Assistant

Description

• Attend training classes to increase knowledge of software programs, company information, time management, or other skills as required.
• Maintain strict confidentiality on all matters.
• Maintain the confidentiality of the company’s materials and information.
• Maintain and organize in a professional manner, personal workspace, and shared department, spaces such as fax, copy and supply rooms.
• Record-distribute Meeting Minutes for the Operations Team Meetings.
• Coordinate departmental and management team meetings.
• Provide accurate verbal and written translation as and when needed in dealing with various situations with employees, members, vendors, and suppliers.
• Prepare and review written documents, including proofreading and editing written information to ensure accuracy and completeness.
• Answer telephones using appropriate etiquette, within 3 rings, with a smile in one's voice, using the name, transferring calls to appropriate person/department, and requesting permission before placing the caller on hold, taking, and relaying messages.
• Coordinate incoming and outgoing mail (including express services).
• Instill a guest service “can-do” attitude in all employees.
• Manages the Birchstreet Accounting function, Purchase Orders, and Invoices.
• Attend scheduled meetings as needed.
• Handle sensitive issues with employees, guests, and members with tact, respect, diplomacy, and confidentiality.
• Assist with payroll management.
• Address guests and members service needs in a professional, positive, and timely manner.
• Order supplies and maintain inventory of necessary office/operating supplies.
• Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.
• Notifies appropriate individuals promptly and fully of problems and/or unusual matters of significance.

Requirements

• Ability to communicate information tactfully.
• Experience communicating, training, and managing multi-lingual staff.
• Ability to organize and complete work in accordance with established timelines.
• Excellent communication skills both oral and written.
• Ability to work well under pressure, handle multiple projects and shift priorities based on business demands. Interpersonal communication skills to work effectively with peers and superiors.
• Able to develop a camaraderie with team members.
• Must be able to sit for prolonged periods of time.
• Knowledge of or ability to learn POS systems.
• Must have a valid Driver’s License
• Must be proficient with Windows, Microsoft Outlook, Word, Excel, and Publisher
• High School Diploma or equivalent (GED) High School Diploma or equivalent and two years of direct experience in food and beverage and or hotel/resort operation. Experience in and knowledge of general aspects of hotel or Club operations.
• Proactive, Team Player, Problem Solver
• Proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
• High level of attention to details
• Flexibility to respond to a range of different work situations.
• Excellent time management and organizational skills to monitor and maintain project milestones and progress.
• Must be able to reach, bend, stoop, stand, and lift up to 25 pounds.
• Excellent grooming standards
• Ability to work under pressure and handle stress.
• Working knowledge of culinary, bar, and restaurant service practices, purchasing systems, records, and operational procedures.
• Demonstrate positive behavior, smiling, being polite and courteous.
• Must be able to stand for prolonged periods of time.
• Ability to maintain confidential proprietary company information.
• Verbal and written communication skills to interact professionally with a diverse group, of executives, managers, and subject matter experts.
• Must have a professional appearance and good hygiene.

Benefits

• Flexibility in working weekends, holidays and/or special events as needed.

Training + Development

Interview process

Visa Sponsorship

Security clearance