Rooms Admin Assistant - Full Time

Job Description

Job Description

POSITION PURPOSE:

Provides the Managing Director/Executive Committee Member with administrative support including, typing, filing, answering telephones, taking messages, maintaining appointment calendar, making travel arrangements and other general office duties.

 

EXAMPLES OF DUTIES:

ESSENTIAL FUNCTIONS:

• Opens incoming mail, dates stamps and distributes accordingly. Sends outgoing mail, both interoffice and outside of the hotel. Routes mail, faxes and other printed matter.
• Prepares and types correspondence and fairly complex numerical/financial reports, as directed. Prepares correspondence on behalf of management. Duplicates, copies and distributes and mails materials for the department/office.
• Orders and maintains office supplies and equipment. Maintains files and equipment in an orderly and professional manner.
• Uses the property’s email system and maintains their email box, as is policy. Additionally, this position may or may not have access and/or control over the email box of their supervisor(s).
• Uses the property’s email system and maintains their email box, as is policy. Additionally, this position may or may not have access and/or control over the email box of their supervisor(s).
• Appropriate business use of telephone and voice mail system.
• Greets internal and external guests in a friendly and professional manner. Announces visitors and/or handles requests, as appropriate.

 

OTHER:

Due to the cyclical nature of the hospitality industry, associates may be required to work varying schedules to reflect the business needs of the resort.

Regular attendance in conformance with the standards, which may be established by Doral Golf Resort & Spa from time to time, is essential to the successful performance of this position. Associates with irregular attendance will be subject to disciplinary action, up to and including termination of employment.

Due to the industry that we are in, a need will occur for each associate to provide “Lateral Service”. Our goal is to ensure that we are maximizing customer satisfaction and as a result there will be times when our associates in the Operation will call upon us for support in order to ensure customer satisfaction occurs. When we are fortunate enough for this to occur, each associate will positively respond unless there is a chance that an opportunity resulting in dissatisfying a guest could occur. If this is the case the leader is to be notified and the level of support that is being requested will be obtained.

 

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 supervisor based upon the particular requirements of the company. 

• Maintenance of filing system in accordance with the Record Retention policy. 
• Preparation of special reports or projects, as requested. 
• Attend all required meetings 
• Knowledge of and compliance with all Emergency procedures. Reports unsafe conditions, as appropriate. 
• Maintain a professional and friendly relationship with other departments, associates and guests. 
• Maintains work area in a neat and orderly fashion 
• Other duties as assigned by management 

 

SPECIFIC JOB KNOWLEDGE, SKILL AND ABILITY:

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation. 

• Ability to read listens and communicates effectively in English and in writing, using correct grammar, spelling and sentence structure. 
• Prepare official correspondence on behalf of management for both external and internal communications verbally and in writing.
• Ability to sit for extended periods of time and continuously performs the essential job functions. 
• Ability to effectively deal with internal and external guests, some of whom will require high levels of patience, tact and diplomacy. 
• Ability to type 60 wpm. 
• Ability to effectively transcribe information from handwritten memos and recordings. 

 

PHYSICAL REQUIREMENTS:

Frequency Key: Never – 0 hours; Rare – up to 1 hour; Occasional – 1-3 hours; Frequent – 3-6 Hours;

Constant – 6-8 hours

 

Physical Activity  Frequency 

Sitting Constant 

Walking Frequent 

Climbing stairs Occasional 

Crouching/Bending/Stooping Occasional 

Reaching Frequent 

Grasping Frequent 

Pushing/Pulling Occasional 

Near Vision Frequent 

Far Vision Frequent 

Hearing Constant 

Talking Constant 

Taste Never 

Lifting/Carrying (#15 lbs) Occasional 

Travel Rare

OTHER DUTIES:

Assimilate into Trump National Doral Miami Cultural Foundation through understanding, supporting and participating in all elements of the Trump Cornerstones. Demonstrate working knowledge of the service standards.

 

SAFETY REQUIREMENTS:


Personal Protective Equipment (PPE) may be required when performing work duties that may have the potential of risk to your health or safety. The hotel will provide the required PPE. Associates will be trained in the proper use and care of any assigned PPE. It is your responsibility to report defective, damaged or lost PPE, or equipment that does not fit properly, to your Manager.

 

QUALIFICATION STANDARDS:

EDUCATION 

High School graduate or equivalent preferred. Additional training and education is highly desirable. 

 

EXPERIENCE 

Requires 5 years administrative support experience. 

Experience with MS Office applications and Outlook required. 

Previous work experience should include working in a high-volume environment. 

 

LICENSES OR CERTIFICATES 

None required. 

 

GROOMING/UNIFORMS 

All employees must maintain a neat, clean and well-groomed appearance. Specific uniform guidelines and/or required articles of clothing will be explained to you as a part of the orientation process.

Trump National Doral Miami participates in the federal E-Verify program, an electronic system that verifies employment authorization in the United States by comparing information from an employee’s Form I-9, Employment Eligibility Verification, with government databases. The company uses E-Verify only after an employee has accepted a job offer and completed the Form I-9. The company does not use E-Verify to pre-screen job applicants or candidates who have not received a job offer from the company.