Administrative Assistant

Job Description

Job Description

WHO WE ARE

Spinnaker Resorts develops, markets and provides property management for 12 resorts that offer different experiences, as each location has unique topography and local flavor. From the low-key coastal paradise of Hilton Head Island, South Carolina, to the sunny shores of Ormond Beach, Florida, to the neon and natural draw of the Ozarks in Branson, Missouri, or to the historical charm of Williamsburg, Virginia – Spinnaker Resorts has developed resorts that our owners and guests love to return to after previously experiencing vacation days filled with leisure and exploration.

An award-winning vacation ownership company, Spinnaker Resorts offers a variety of opportunities for talented individuals who seek a rewarding career in helping make vacation ownership dreams come true. What makes us memorable, in addition to our excellent quality accommodations, amenities and property management, is our company’s exceptional customer service and dedication to our owners and guests.

As we continue to expand our operations, consider starting a career with a company made up of over 600 industry professionals dedicated to one common goal: providing our owners and guests with the most extraordinary vacation experience possible.

Click here to meet the Spinnaker Family! Testimonials from team members from various locations and roles. Could you see yourself joining our team?

JOB DESCRIPTION SUMMARY:

This position will provide various administrative support to the Ormond Beach Resort Operations. Such support includes Human Resources (approximately 15%) and Resort Operations Facilities, Housekeeping, and Front Desk. (approximately 85%).

DUTIES AND RESPONSIBILITIES:

• Conduct new hire orientations.
• Maintain update to date new hire paperwork packages in conjunction with Corporate HR
• Facilitate/coordinate on-site or remote training in conjunction with Corporate HR.
• Facilitate/coordinate Executive and Director meetings including preparing the meeting room, printing meeting materials, writing meeting minutes, conducting annual HOA elections, and maintaining meeting and election records. Must attend Boards meetings in person and be flexible with schedule to accommodate required meeting attendance.
• Make Board Member reservations and help accommodate other requests they may have.
• Maintain resort records including the following: vendor files, personnel files, memos, guest records, department files, inspection records, and incident reports.
• Data Entry and Reporting as needed for Resort Administration.
• Reconcile weekly invoices and submit them to Accounting department.
• Reconcile monthly credit card expense reports and receipts and submit them to Accounting department.
• Attend weekly manager meetings, write the minutes, and distribute to the management team.
• Set up arrangements to return lost and found items to guests.
• Maintain employee uniforms including ordering replacements, name badges, and shoes when requested by department managers.
• When needed assist front desk with reviewing reservation booking reports (currently the Booking Activity Report) to ensure accurate coding and that Owner expectations are being met.
• Monitor various reports for indications of errors (Guest Ledgers, Source of Business, etc.)
• Maintain Security Log E-Files
• Routinely review Digital Guest Directory for accuracy.
• Provide Front Desk shift or break coverage when needed.
• Serve as Manager on duty if management is not on property.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• MS Office including Excel, Word and Powerpoint. MS Access a plus.
• Ability to communicate clearly and professionally, both verbally and in writing.
• Knowledge of e-mail and memo etiquette.
• Maintain professional appearance and demeanor at all times reflective of a positive impact on the Resort(s) and SMC.
• Be punctual in reporting to work and starting duties.

BENEFITS (if eligible)

• Weekly Pay and Direct Deposit
• Health Insurance (Medical/Vision/Dental)
• Company-Paid Life Insurance
• Paid Time Off (PTO) Program
• Paid Vacation and Holiday Pay
• 401 (K) Retirement Plan with a Company Match (based on eligibility)
• Employee Wellness Programs
• Fitness Center Reimbursement
• Ongoing Professional Development Opportunities
• Employee Family & Friends Discounted Stays
• Various Employee Discounts (Local Businesses and National Retailers)
• Employee Recognition and Appreciation Events (Annual Employee Picnic & Holiday Party)
• Company-Supplied Uniforms and Equipment (Applicable Positions)
• Flexible Work Schedules