ADMINISTRATIVE ASSISTANT TO GENERAL MANAGER

We are seeking a high-energy, organized professional to join our on-property administrative team. As the administrative assistant, you will provide comprehensive support to the General Manager in overseeing the resort’s daily operations.
The ideal candidate will have a strong background in hospitality, be very detail-oriented, and possess the ability to provide above-average support to the General Manager.

IDEAL CANDIDATE REQUIRED QUALIFICATIONS:

• Minimum 4 years in administrative support, preferably in hospitality (vacation ownership).
• Must be able to commute to the Outer Banks, NC resort daily.
• Proficient in Microsoft Office Suite, experience with SPI a plus.
• Excellent written and verbal English communication skills.
• Strong attention to detail and ability to manage multiple priorities.
• Ability to work independently and meet deadlines.
• Professional phone manner and owner/guest interaction skills.
• Strong organization, prioritization and multiple-tasking skills.
• Highly adaptable with the ability to adjust to change in a positive manner.
• Basic bookkeeping or accounting knowledge.
• Experience with order management systems.
• Bilingual (Spanish or other languages) a plus.
• Available to work when needed, including weekends and holidays.

• Provide administrative support to the General Manager.
• Handle confidential information with discretion.
• Ensures confidentiality and controls access to sensitive information, such as employee personnel files.
• Answer phone calls, respond to emails and voicemails, and assist with general inquiries in a friendly and professional manner.
• Perform general clerical duties such as maintaining files and processing mail.
• Composes, proofreads, and distributes correspondence as directed.
• Compiles and produces statistical reports as requested.
• Assists with the creation of the resort marketing calendar.
• Participates in all required safety meetings/classes.
• Provides support on projects as needed.
  · Assist with performing property inspections.
  · Assist the General Manager in resolving owner/guest complaints.

· Assist General Manager with morning HOA meetings.

• Document, verify, and process money due to owners through the owner rental program, which includes housekeeping fee adjustments and front desk daily receipts.
• Process and verify resort activities relating to rental escrow accounts and process write-off adjustments for approval by the GM.
• Maintain accurate records, including cash flow, AR, ageing reports, billing, etc.

· Provide accounting information as directed by the General Manager.
o Conduct research on accounting-related questions/discrepancies.

· Build owner loyalty through proactive communication.

• Assist with coordinating all communication relating to owners/unit usage.
• Assist with processing owner information and requests promptly.
• Assist with coordinating the rental and owner reservation system, which includes communication with Security, Maintenance, and various vendors.
• Receive/process calls (or mail) for future reservations, cancellations, and confirmations.
• May function as the resort exchange company coordinator. Must be familiar with all rules governing the systems and the various programs available to owners.

· Assist with performing audits on all par stock. Order all supplies and make certain they are stocked in advance of need.
· Support HR functions, including recruitment coordination:
o Follow up and make certain all new hire paperwork is completed. Forward to HR Director.
o Provide benefits information to new employees. Forward new benefits enrollees to the HR Director.
o Assist with processing payroll, distribute time cards to department heads for their review and approval, and ensure that all payroll is accurately entered and documented.
o Assist General Manager with training employees (new and current, as needed).
o Track employee PTO (yearly allotment, PTO used and carried over to next year).
· Work with the General Manager to ensure resort staff are provided with uniforms and name tags and uphold property grooming standards.