Administrative Assistant

at  Omni Hotels Resorts

Location:
Omni Louisville Hotel is the new cornerstone of downtown, which opened its doors on March 6, 2018. Reflecting the past, present and future of our vibrant Kentucky town and inspired by the city’s rich history and authentic character, the Omni Louisville transforms one of the city’s most significant urban blocks into a unique and vibrant mixed-use environment offering hotel guests, residents and locals a chance to connect and enjoy the best of a great city.
The hotel is a prominent landmark against the Louisville skyline, glistening during the day and glowing at night, with the iconic glassy ends of the 612 room hotel. The hotel pool and rooftop bar, designed for seamless indoor and outdoor integration, allows guests to rest, relax and socialize with downtown Louisville as the backdrop. The essence of Louisville is woven throughout with interior design blends elements of the city’s heritage, culture and character, felt everywhere from the hotel restaurants to a featured bourbon bar to the hotel’s Speakeasy and bowling alley.
Guests can also enjoy a dynamic 20,000 square foot urban food hall and market connected to the lobby of the hotel. Transforming Liberty Street into a pedestrian thoroughfare, the market serves as a community gateway for hotel guests and locals alike, inviting the neighborhood in with the smells of freshly brewed Heine Brothers’ coffee, baked bread, and smoked barbeque.
Job Description:
To handle all administrative duties as required by Executive Office and the General Manager. Supports the Executive Operating Committee, primarily the General Manager and Director of Operations.

Responsibilities:

• Assistant to the General Manager, Hotel Manager, Director of Operations / Supports the Executive Operating Committee.
• Extensive administrative duties and responsibilities; communication and distribution of daily/weekly/monthly reports and correspondence to corporate office and ownership, operation procedures, handling confidential material and information, daily distribution of the mail, daily check deposit of accounts receivables.
• Responsible for obtaining signatures of approval for all internal and external routing of check requests, expense reports, personnel information forms (PIF), project expenditure approval forms (PEA), performance evaluations and other confidential correspondence as necessary, and distribute in a timely and efficient manner.
• Manage schedules for Executive Committee and ensures that all directors and managers receive messages and appointments in a timely manner.
• Manage day-to-day guest relations and corporate guest relations, all external guest correspondence and internal communications; including Daily Medallia Reports, ELMER, Synergy input and Reports, and Guest Alerts.
• Maintain guest relations files and ensures that all information is included in file, i.e. guest correspondence, letters, fax, emails, information, guest folios, gift certificates, etc.
• Maintain Gift Certificate Log to include value, purpose, date issued and date redeemed.
• Coordinate all travel arrangements including; reservations, transportation, golf, amenities, and in-house meetings and events for VIP’s, corporate and ownership visits.
• Maintain reader files for upcoming meetings, VIP guests, meetings and events, etc.
• Maintain hotel licenses, permits, contracts and certificates of insurance.
• Assist Accounts Payable with monthly reconciliation of transportation billing, American Express Ledger for Air Travel and Nextel/Sprint Phone Bill.
• Maintain Nextel Communications for all managers and supervisors; including ordering, coding and billing.
• Involved in associate events and activities’ committees within the resort.
• Perform other duties as assigned by management.

Qualifications:

• Minimum of 3 years experience.
• Education – Associate Degree preferred
• Skills; Proficient in Microsoft Office Suite ( Word, Excel, PowerPoint and Outlook)
• Must be able to type a minimum of 40 wpm.
• Must be STAR certified.

Omni Hotels & Resorts is an equal opportunity/AA/Disability/Veteran employer. The EEO is the Law poster and its supplement are available using the following links: EEOC is the Law Poster and the following link is the OFCCP’s Pay Transparency Nondiscrimination policy statement
If you are interested in applying for employment with Omni Hotels & Resorts and need special assistance to apply for a posted position, please send an email to applicationassistance@omnihotels.com

• Assistant to the General Manager, Hotel Manager, Director of Operations / Supports the Executive Operating Committee.
• Extensive administrative duties and responsibilities; communication and distribution of daily/weekly/monthly reports and correspondence to corporate office and ownership, operation procedures, handling confidential material and information, daily distribution of the mail, daily check deposit of accounts receivables.
• Responsible for obtaining signatures of approval for all internal and external routing of check requests, expense reports, personnel information forms (PIF), project expenditure approval forms (PEA), performance evaluations and other confidential correspondence as necessary, and distribute in a timely and efficient manner.
• Manage schedules for Executive Committee and ensures that all directors and managers receive messages and appointments in a timely manner.
• Manage day-to-day guest relations and corporate guest relations, all external guest correspondence and internal communications; including Daily Medallia Reports, ELMER, Synergy input and Reports, and Guest Alerts.
• Maintain guest relations files and ensures that all information is included in file, i.e. guest correspondence, letters, fax, emails, information, guest folios, gift certificates, etc.
• Maintain Gift Certificate Log to include value, purpose, date issued and date redeemed.
• Coordinate all travel arrangements including; reservations, transportation, golf, amenities, and in-house meetings and events for VIP’s, corporate and ownership visits.
• Maintain reader files for upcoming meetings, VIP guests, meetings and events, etc.
• Maintain hotel licenses, permits, contracts and certificates of insurance.
• Assist Accounts Payable with monthly reconciliation of transportation billing, American Express Ledger for Air Travel and Nextel/Sprint Phone Bill.
• Maintain Nextel Communications for all managers and supervisors; including ordering, coding and billing.
• Involved in associate events and activities’ committees within the resort.
• Perform other duties as assigned by management