Facilities Administrative Assistant

Administrative Assistant

Provides administrative, clerical, and secretarial services to the department's management staff and team members.

Duties and Responsibilities (specific areas of responsibility include but are not limited to):

• Composes, transcribes, and types correspondence, memos, reports, and other miscellaneous paperwork.
• Prepares outgoing mail, files correspondence, reports, and departmental records in appropriate files.
• Opens and screens incoming mail; receives and distributes facsimiles as well as photocopies printed material, as needed.
• Places and receives telephone communications in a cordial and helpful tone of voice, taking accurate messages, and relaying them to the appropriate persons.
• Greets visitors, ascertains nature of business, and escorts visitors to appropriate offices.
• Arrange and coordinate meetings, schedule appointments, and maintain calendar to ensure there are no scheduling conflicts, appointments are on-time, and materials are available.
• Makes travel arrangements and coordinates reservations.
• Prepares and/or issues accurate and complete departmental records and reports utilizing a variety of office equipment.
• Interfaces with all levels of Casino team members, outside agency representatives, and customers in a courteous, responsive manner.
• Facilitates the flow of information throughout the property by attending meetings, keeping minutes, and following up on action items.
• Serves as a resource regarding departmental activities and operations.
• Maintains a working knowledge of Casino operations and events, as appropriate, to advise team members and guests.
• Advises management team of relevant or important information pertaining to the responsibilities of the department or the operations of the Casino.
• Facilitates the flow of information throughout the property by attending regularly scheduled departmental meetings, keeping minutes, and following up on action items.
• Maintains statistical data and prepares various reports with this information.
• Resolves minor customer complaints effectively; refers issues to appropriate personnel for disposition.
• Operates a variety of office equipment.
• Performs work that is sensitive and requires a high level of confidentiality.
• Follows instructions regarding the use of chemicals and supplies; uses as directed.
• Supports and enforces departmental as well as the GED's policies and procedures, and applicable regulatory policies, such as completion of Safety Data Sheets (SDS)
• Support the Supply Chain organization to deliver best-in-class business unit support to meet project deliverables. Actively participate in materials requirements planning to provide materials as required.
• Turns in found articles in accordance with Facilities and GED policies and procedures.
• Maintain inventory responsibility for the SWS Inventory System to include receiving, warehousing, maintenance, and expediting of materials.
• Coordinate with internal and external parties to ensure inventory is maintained to industry standards and assess equipment condition and recommended maintenance, repairs, or disposition for appropriate fiscal management of assets.
• Meet weekly with the administrator to discuss administrative and enterprise needs.
• Schedule instructional rounds, 1:1 meetings, and annual reviews.
• Manage, document, and maintain the division/department budget.
• Execute weekly or monthly division/department reports.
• Assist in planning facility meeting agendas and new hire orientation.
• Take notes and summarize discussions at various meetings.
• Prepare, gather, and format information for internal and external distribution including writing memos, compiling data for reports, editing, and proofreading.
• Provide onsite guidance to storage facilities for safe handling of materials, proper storage, and accounting of company assets.

Conduct cycle counts of all storage facilities and lead the annual, official physical inventory process.

• Attends periodic departmental and GED meetings.
• Attends professional and personal development training programs.
• Ensures uniform and personal appearance is clean and professional.
• Performs other job-related duties as assigned.

Essential functions of the position:

• Must be able to lift, carry, and move up to forty (40) pounds with or without a reasonable accommodation.
• Must be able to sit, walk, or stand for extended periods of time.
• Must be able to reach above shoulder height, handle, pull, kneel, stoop, squat, twist, and bend for duties, including inspections.
• Must be able to work indoor and outdoor environment and walk on uneven surfaces.
• Must be able to drive/travel to or work at all CDS properties or any other events necessary for this specific role.
• Must be able to perform primary job duties while exposed to inclement weather, including extreme heat, cold, heavy rain, or high-humidity environments for extended durations.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Must be able to follow both verbal and written directions.
• Must be able to read, write, and effectively communicate with all guests, team members, and internal/external vendors positively and professionally.
• Must be able to work in environments with high noise levels, flashing lights, smoking areas, and large crowds.
• Must be able to work in a high-pressure/fast-paced environment.
• Must be able to communicate clearly and effectively in person, by telephone, and written correspondence, and occasionally use a two-way radio.

Knowledge, Skills, and Abilities:

• Knowledge of standard office policies, procedures, and practices
• Knowledgeable in written and verbal communication skills, with the ability to partner effectively with all levels of staff.
• Knowledge of modern filing and recordkeeping practices and procedures.
• Computer proficiency with Microsoft Office Suite software, especially word processing, spreadsheet, and presentation applications.
• Skill in English composition, grammar, spelling, and punctuation.
• Strong interpersonal and communication skills.
• Strong organizational, planning, and time management skills.
• Skill in developing and maintaining good working relationships and team player.
• Ability to display an energetic self-starter behavior with a passion for their work, an engaged, "hands on" team player.
• Ability to problem solve, time management, and decision-making skills.
• Ability to perform and produce accurate and efficient results and detail orientated.
• Ability to effectively communicate, orally and in writing.
• Ability to perform mathematical computations pertaining to the position.
• Ability to read and comprehend documents such as operation and maintenance instructions and procedure manuals.
• Ability to complete training Courses.
• Ability to perform job duties with little to no supervision, problem solve and execute decisions.
• Ability to collaborate effectively with team members and uphold Casino Del Sol customer service standards and generate solutions.
• Ability to handle other projects, duties and responsibilities as assigned.
• Ability to handle and protect sensitive information in a confidential and professional manner.
• Ability to demonstrate a track record of integrity and confidentiality.
• Ability to demonstrate a track record of initiative, reliability, and responsiveness.
• Ability to understand and follow through on written or verbal instructions.
• Ability to write routine reports and correspondence.
• Ability to multiple tasks and prioritize events and duties and coordinate efforts with other departments as required.
• Ability to operate a variety of office equipment.

Minimum Qualifications:

• High school or General Equivalency Diploma AND four (4) years directly related experience OR Certificate in Secretarial Science and three (3) years directly related experience OR any equivalent combination of academic education, professional training, or work experience.
• May be required to successfully pass a job-related test.
• Computer proficiency with Microsoft Office Suite software, especially word processing, spreadsheet, and presentation applications.
• Must be able to work a scheduled that fits department needs (may require shift changes, weekends, holidays, and special events), including overtime, as needed.
• Must be able to successfully pass a pre-employment drug/alcohol screening in accordance with company policy.
• Must have employment eligibility in the U.S.
• Must be able to obtain, and retain a valid gaming license/background check.

Preferred Qualifications:

• Bilingual (English and Spanish)