Administrative Assistant – Job Description
Position Title: Administrative Assistant
Location: Cocoa Beach, FL
Reports To: General Manager (GM) / Assistant General Manager (AGM)
Employment Type: Full-Time
Position Summary
Assist the General Manager, Assistant General Manager and department supervisors with daily resort functions. Oversee administrative functions of the resort.
Essential Job Duties
Handle Human Resource functions of the resort including payroll processing, insurance plan administration, new hire paperwork, termination paperwork and regulatory recordkeeping. Updating yearly OSHA compliance.
Develop, maintain and implement new forms for department supervisors and General Manager.
Prepare written correspondence and reports when necessary.
Develop, maintain and implement master resort forms.
Generate signs and bulletins for fire drills, maintenance work and projects around the resort.
Update and maintain contracts, certificates of insurance, correspondence to vendors.
Send invoices as needed to vendors.
Oversee and maintain workers compensation and guest accident claims through the conclusion of claims filed.
Filing to include employee files, payroll files, HR files, vendor files, administrative files.
Develop and maintain insurance packets, 401K and supplemental insurance packets.
Schedule insurance meetings for new hires.
Assist employees with Human Resources info (Aflac claims, 401K changes, health and dental insurance claims and changes).
Check monthly insurance bills (health, dental and Aflac).
Assist with annual employee holiday party.
Oversee office supply ordering
Perform additional duties and responsibilities as directed by the resort manager.
Required Qualifications
Associates degree (AA) or equivalent from two-year College or technical school; or six months to one-year related experience and/or training; or equivalent combination of education and experience.
Equivalent to completion of the twelfth grade.
Knowledge of modern office practices, time management and procedures; including business correspondence, record keeping and filing systems and office equipment.
Ability to perform complex Front Office tasks involving organization, the use of judgment and requiring accuracy and speed; maintain confidentiality; understand, interpret and apply appropriate rules, regulations and written directions to specific situations; effectively meet and communicate with the public in situations requiring tact and poise; apply sound judgment in assignment work load priorities and in contacts with guests emotional situations; assume responsibility in recognizing scope of authority.
Ability to maintain physical condition appropriate to the performance of assigned duties and responsibilities which include standing for extended periods of time; operating assigned office equipment; reaching with hand and arms, walking; stoop, kneel, crouch, or crawl; frequently lift and/or move up to 25 pounds; close vision, peripheral vision and ability to adjust focus.
Ability to communicate with and elicit cooperation from others and to assimilate and understand information, in a manner consistent with essential job functions.
Ability to make sound decisions in a manner consistent with the essential job functions.
Ability to develop clear and comprehensive correspondence.
Ability to use Microsoft office programs, outlook, calendar scheduling; and other required software applications on personal computer.
Ability to communicate effectively both verbally and in writing.
Ability to calculate figures and amounts such as discounts, interest commissions, percentages, and payment. Ability to apply concepts of basic business math.
Advance payroll processing knowledge
Preferred Attributes
Strong Attention to detail and accuracy
Ability to work in a fast-paced environment with shifting priorities
Professional, dependable, and team oriented
Must uphold the highest standards of confidentiality in all administrative and payroll functions, ensuring that all employee, financial, organizational, and HIPAA-protected health information is safeguarded at all times.
Skills Required
- Associate degree or equivalent from two-year college or six months to one-year related experience or equivalent combination of education and experience
- Completion of twelfth grade (high school diploma or equivalent)
- Knowledge of modern office practices, time management, procedures, business correspondence, record keeping and filing systems
- Ability to perform complex front office tasks requiring organization, judgment, accuracy, speed, and confidentiality
- Maintain physical condition required for duties (stand for extended periods, lift/move up to 25 pounds, reach, stoop, vision requirements)
- Ability to develop clear and comprehensive correspondence and communicate effectively verbally and in writing
- Ability to calculate figures and amounts (discounts, interest, commissions, percentages, payments) and apply basic business math
- Advanced payroll processing knowledge
- Ability to use Microsoft Office programs, Microsoft Outlook (calendar scheduling) and other required software applications
- Maintain highest standards of confidentiality including safeguarding HIPAA-protected health information
- Oversee workers compensation and guest accident claims through conclusion; manage vendor contracts, certificates of insurance and invoicing
- Develop, maintain and implement forms, master resort forms, signs and bulletins, and manage OSHA compliance
- Strong attention to detail and accuracy
- Ability to work in a fast-paced environment with shifting priorities
- Professional, dependable, and team oriented
What We Do
Capital Vacations is one of the largest and fastest-growing independent timeshare resort management and vacation club companies in North America. They manage more than 200 resorts and serve hundreds of thousands of members and travelers across the United States, Mexico, and the Caribbean, specializing in resort management, development, and the vacation ownership industry.
