Purpose
The Office Assistant provides administrative support for the Resort, Board of Directors, General Manager, Regional VP of Operations, and staff.
Principal Duties and Responsibilities
- Responsibilities listed may not apply to all locations
- Assists the General Manager and management team as needed
- Assists with meeting preparations (resort owners, staff, etc.)
- Takes notes and prepares minutes for all meetings
- Assists with payroll processing and distribution as needed
- Assists with review of timecards for accuracy and then sends to all managers for review and editing
- Files documents
- Assists with orientation of all new hires, completing new hire paperwork and submitting to HR
- Works directly with HR to complete and submit worker’s comp claims, insurance enrollments, etc.
- Assists with customer service issues
- Monitors daily sales, prepares and makes deposits, records and files payables
- Assists with other departments as necessary; Hospitality, Activities, Housekeeping, etc.
- Responsible for incoming and outgoing correspondence, processing and deliver mail daily
- Maintains inventory of office supplies, uniforms, and orders
- Codes and processes invoices and submits check requests to the accounting department
- Assists with other related functions for managers, employees, and guests
- Performs all other related duties and projects as assigned
General Statement - Performs the job assigned, complying with Company policies and procedures, business code of ethics, FLSA regulations, and all applicable laws, as well as ensuring confidentiality, reliability, quality, and productivity.
Job Requirements
Education, Essential Training / Certifications, and Experience:
- High School Diploma/GED
- 2-3 years of experience in the hospitality field
Skills, Knowledge, and Abilities:
- Advanced computer skills –proficient in Microsoft Office-Word, Excel, Access, PowerPoint, Publisher
- Strong experience in operating and maintaining office equipment, computers, copiers, facsimile, postal meters and calculators
- Excellent organizational and prioritizing skills
- Excellent customer service and problem-solving skills
- Excellent communications skills; verbal and written, bilingual preferred
- Ability to multi-task
- Ability to work independently
- Ability to analyze customer needs and assist in resolving all customer challenges and stressful situations
- Dependable with excellent attendance and punctuality
- Flexible schedule, ability to work additional hours, weekends and holidays
Shift: Additional hours may be needed to cover shifts, meet deadlines and business needs
- Regular Hours and Weekend
Travel:
- Up to 25%
Skills Required
- High school diploma or GED
- 2-3 years of experience in the hospitality field
- Proficiency in Microsoft Office, including Word, Excel, Access, PowerPoint, and Publisher
- Experience operating and maintaining office equipment, computers, copiers, fax machines, postal meters, and calculators
- Strong organizational and prioritization skills
- Excellent customer service and problem-solving skills
- Excellent verbal and written communication skills
- Ability to multitask and work independently
- Ability to analyze customer needs and resolve challenging or stressful situations
- Dependable attendance and punctuality
- Flexible schedule, including additional hours, weekends, and holidays
- Bilingual communication skills
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.
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