General Administrative Assistant

POSITION PURPOSE  
Assist General Manager, Sales Team, and designated staff members by performing administrative duties.  Responsibilities include, but are not limited to receiving guests, answering incoming calls, handling guest complaints as necessary, maintaining filing systems, maintaining schedules in terms of appointments, travel, and meetings, acting as a liaison with departments when necessary, and maintain a professional environment.  This role will also be in regular attendance at Staff Meetings and hotel wide meetings.  Confidentiality and integrity are of utmost priority to this role.

ESSENTIAL RESPONSIBILITIES

• Provide client support to include processing client leads, investigating property and preferred guest program issues, and acquiring or sending collateral materials.
• Report generation as needed.
• Responsible for processing turnover of all signed Group contracts.
• Develop and maintain client files.
• Oversee accurate input of Group Reservations into system.
• Create Group Booking Links as needed.
• Maximize potential room revenues by following group reservation due dates and contracted room types.
• Ensure that all calls are acknowledge as quickly as possible.
• Provide room/reservation related details for all Group Resumes.
• Meet with meeting planners as necessary.
• Interact with front office team on group arrival & departure dates and times, as well as billing patterns to ensure the highest quality of service.
• Hotel Gift Certificate Sales and Donation Requests.
• Maintain employee files and time/attendance reporting.
• Assist in the onboarding of new employees.
• Tracking associate reviews, anniversaries, birthdays, and due dates.
• Tracking associate incentives for social media and GSS mentions.
• Maintain a refreshing attitude focused on positive friendly interactions with guests and staff
• Develop and maintain strong interdepartmental relationships and open communication lines to assure efficient transfer of information.
• All other duties assigned by the General Manager.

SUPPORTIVE FUNCTIONS
In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel:
Assist with any guest inquiry.

• Follow all company and safety and security policies and procedures.
• Report maintenance problems, safety hazards, accidents, or injuries.
• Perform other reasonable job duties as requested by direct and indirect supervisors.     

PHYSICAL DEMANDS

• Environmental conditions are inside, a job is considered “inside” if staff spends approximately 90 percent or more of the time inside.  Temperature is moderate and controlled by office environmental systems.
• Must be able to sit at a desk for up to ten (8) hours per day.  Walking and standing are required the rest of the working day.  Length of time of these tasks may vary from day to day and task to task. 
• Must be able to exert well-paced ability to maneuver between functions occurring simultaneously. 
• Must be able to lift up to 45 lbs. as needed.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity.
• Hearing, smelling, tasting, and visual ability to observe and distinguish product quality and detect signs of emergency situations.
• Talking and hearing occur continuously in the process of communicating with staff, supervisors, subordinates, occasionally clients and ownerships.
• Vision occurs continuously with the most common visual functions being those of near and