Rooms Administrative Assistant

Rooms Administrative Assistant

Beverly Wilshire, Beverly Hills, A Four Seasons Hotel

We are seeking a Rooms Administrative Assistant who shares a passion for excellence and infuses enthusiasm into everything they do. In this role, you'll have the opportunity to shape the guest experience by providing exceptional knowledge and service in support of our world-renowned hotel. Work authorization for this location is required.

About the role

The Rooms Administrative Assistant must have a commitment and passion for ensuring the best in guest services and assisting with creating a welcoming first impression and lasting farewell.

Key Functions:

• Reviews daily arrivals, departures, occupancy forecasts, and operational reports to identify service opportunities, special requests, VIP needs, and other considerations requiring coordination.
• Perform room controller duties, including blocking of the house, review and manage room inventory at least two weeks in advance, ensuring optimal room availability and inventory control.
• Monitor and manage Out of Order (OOO) and Out of Service (OOS) rooms, coordinating with relevant departments to maximize revenue and room availability.
• Prepares daily operational reports, arrival summaries, and departmental communications to support Rooms leadership and operational teams.
• Monitors room readiness and communicates updates between Housekeeping, Front Office, Reservations, and other departments to support operational planning.
• Monitor queue assignments for Front Desk.
• Monitor HotSOS and manage HotSOS escalations.
• Tracks room status changes (stay extensions, early arrivals, late departures) and communicates updates to relevant departments.
• Coordinates VIP arrival preparations, guest preferences, amenities, and special arrangements to support a seamless guest experience.
• Supports service recovery efforts by facilitating communication between operational departments and leadership regarding guest concerns.
• Assists leadership with administrative projects, audits, tracking assignments, recordkeeping, and departmental follow-up.
• Supports showroom preparation and operational requests related to Sales & Marketing activities.
• Supports upsell opportunities by blocking and communicating potential options for upsell.
• Supports in assigning Perfect Room Program rooms and updating the spreadsheet accurately.
• Partner with the F&B coordinator on room assignments and securing specific room assignments for amenities.
• Assists with presentations, meeting materials, and departmental correspondence.
• Participates in departmental meetings, training sessions, and operational planning discussions.
• Identifies opportunities for process improvements and enhanced communication within the Rooms Division.
• Perform other administrative duties as assigned by Director of Rooms or Assistant Director of Rooms.

Preferred qualifications & skills:

• At least 1 year experience within the same or similar position with in hospitality
• Previous luxury hotel operations experience
• Strong organizational and communication skills
• The ability to multi-task on several assignments at once
• The ability to operate computer equipment and several other computer programs
• Computer proficiency, especially in Microsoft Word, Excel, and Outlook
• Previous experience with OPERA PMS and HotSOS
• Excellent written and verbal communication in English
• Completion of Post Secondary Education in Hospitality or related field.

Schedule & Hours:

The ideal candidate will have an open availability and able to work weekdays, weekends, and holidays

What to Expect: You Will

• Be part of a cohesive team with opportunities to build a successful career with global potential
• Have access to a robust benefit plan
• Have the opportunity to engage in diverse and challenging work
• Derive a sense of pride in work well done
• Be recognized for excellence

Hourly Rate: $32.22