Executive Administrative Coordinator

SUMMARY:

Responsible for maintaining the administrative organization and effectiveness of the

Administrative Department. This is accomplished through basic administrative support, working on special

projects as assigned and being proactive and responsive in a timely, friendly, tactful and

professional manner. Additional responsibilities may include booking and coordinating smaller

events.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Performs daily office duties including proposals, contracts, filing, and internal/external

communication

• Answers phone lines in a timely manner.

• Takes messages, handles customer requests and forwards leads/inquiries to the

appropriate person immediately.

• Maintains orderly file keeping and upkeep of activities.

• Adheres to the "Sundown Rule" (returning all calls by 5pm in the time zone of the customer)

for all customer correspondence.

• Attends finance, sales, and catering/private dining meetings, as requested.

• Maintains orderly inventory of collateral/giveaway items

• Performs other related duties as outlined by General Manager and Executive Team

• Handle walk-ins and in-house customer requests as needed.

• Post-event billing review and tracking.

• May assist with site visits.

SPECIFIC EXPERIENCE WE'RE SEEKING:

• 1 to 2 years of hotel experience is preferred.

• Excellent phone skills exuding a "smiling voice" to customer. Must be polite, professional

and ask how they can assist the customer and take responsibility for handling the

questions and requests of the customer.

• Adept on property PMS and database system.

• Must have strong computer skills in Word and Excel.

• Well organized, detail oriented with excellent follow up skills.

• Must possess strong phone/verbal and written communication skills.

• Thorough knowledge of the hotel's layout, rate structure, meeting space, group capacities

and capabilities.

• Must be customer focused, self-motivated, approachable and able to work with different

departments.

• Must possess a high level of creativity, enthusiasm and flexibility.

• Flexible schedule, able to work weekends, evenings and holidays when needed.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty

satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or

ability required. Reasonable accommodations may be made to enable individuals with disabilities

to perform the essential functions.

Education and/or Experience: 1 to 2 years of hotel experience is preferred.

Language Skills: Ability to read, write, and verbally communicate effectively and professionally

with other business departments, guests, and vendors. Ability to diplomatically deal with difficult

situations and people, while exhibiting a consistent level of professionalism.

Physical Demands: While performing the duties of this job, the employee is constantly required to

collate/file, use a keyboard, dial, sit, see, hear, write, and speak. The employee is frequently

required handle (hold, grasp, turn, or otherwise work with the hand or hands), and finger (picking,

pinching, fine manipulation). The employee is occasionally required to bend, reach, stand, and

walk. The employee is minimally required to crouch, kneel, squat, and climb stairs, twist, stretch,

push, and pull. The employee is occasionally required to lift and/or move up to 10lbs and minimally

required to lift up to 25lbs.

Mental Demands: While performing the duties of this job, the employee is constantly required to

produce detailed work, use verbal and written communication, and handle multiple concurrent

tasks and constant interruptions. The employee is frequently required to use math skills and have

customer contact. The employee is occasionally required to use reasoning skills and is minimally

required to give presentations.

Work Environment: While performing the duties of this job, the employee may occasionally be

exposed to noise and have to use tools or equipment.

Please note: management reserves the right to change, modify, and/or alter any of the duties

listed above to meet business demands