Hospitality Services Administrative Assistant

Job Description

Job Description

Description:

Works with minimal supervision coordinating all activities and providing administrative support for Hospitality Services to include housekeeping, food services and building maintenance. Works with Assistant manager to keep department organized for future events as well as daily, weekly and monthly tasks. Works under the direction of the Manager, Assistant Manager, Executive Chef, Housekeeping Supervisor and Building Maintenance Lead for tasks for the department.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

General Administrative & Communication

• Responsible for answering and following up on all phone calls and interoffice mail.
• Communicates with all departments and vendors as needed as the “face” of the department.
• Makes copies and assists with general administrative support.
• Assists with projects and other work as assigned.
• Researches procedures, items, ideas, and requests.

Financial & Accounting Responsibilities

• Processes all invoices.
• Handles leadership credit card reconciliation and reports.
• Works closely with the Executive Chef on credit card reconciliation and in-house billing.
• Enters requisitions in NAV with proper coding.
• Prepares requisitions for supplies and completes most online ordering.
• Responsible for end-of-month accounting procedures.
• Assists in budget tracking.
• Handles money bags, audits, and POS system reports.
• Responsible for cash drawers and opening/closing duties of the POS system, and can work a register if needed.
• Manages the Petty Cash box for Hospitality Services.

Scheduling, Coordination & Events

• Maintains a department calendar with all events and set-ups for housekeeping, food services, and building maintenance.
• Assists in prioritizing incoming work requests for housekeeping and building maintenance.
• Schedules repairs and maintenance of equipment.
• Assists in coordinating events, projects, and activities with the Assistant Manager.
• Helps create event timelines and monitors progress to keep the team on schedule.
• Works before, during, and after events or activities as needed.
• Assists with linens, dishes, and related event materials.
• Works closely with the Assistant Manager to execute planning and timelines for events.

Inventory & Systems

• Maintains inventory databases for department and campus inventory assigned to the Manager.
• Handles responsibilities related to the POS system (cash drawers, audits, reports, opening/closing procedures).
• Enters requisitions and maintains proper coding in NAV.

Volunteer Coordination

• Trains and schedules volunteer cashiers for all registers, including the Passage at the church.

Certifications

• Required to obtain all OSHA certifications needed for the department.
• Required to obtain a Texas Food Handler License (paid for by the department).

General Support Duties Across Departments

• Performs a wide range of functions and assists other departments as needed, including:
• Housekeeping: cleaning, organizing, laundry, ironing, etc.
• Food Services: cooking, barista duties, dishwashing, etc.
• Building Maintenance: setups and tear-downs.

EDUCATION:

• High School diploma or equivalent
• Minimum of two years of administrative assistant experience
• Working knowledge and experience of project coordinating

KNOWLEDGE/ SKILLS/ABILITIES:

• Well spoken, excellent written and verbal communication skills.
• Professional telephone etiquette.
• Ability to give, receive and analyze information, formulate work plans, prepare written materials and articulate goals and action plans.
• Ability to manage a high volume of work details and workload with a high level of accuracy.
• Ability to divide time effectively and efficiently between departments as deemed necessary.
• Ability to remain calm and peaceful during stressful situations
• Ability to handle multiple tasks simultaneously.
• Effective project management skills and ability to resolve problems throughout each project.
• Ability to handle deadline pressures professionally.
• Creative, analytical thinker, conscientious, consistent, progressive.
• Must be detail-oriented and accurate.
• High level of maturity/confidentiality required.
• Must be on time and dependable.
• Strong organizational abilities is essential.
• Efficient time management and multi-tasking abilities, with ability to change priorities quickly.
• Must be ablet o complete data entry tasks with high level of accuracy.
• Ability to work well as a team member.
• Typing of 45 wpm with minimal errors.
• Able to work in a continually changing environment.
• Must be able to read and understand Material Data Safety Sheets and procedure Manuals.
• Must be computer literate and be proficient in Microsoft Office Suite.

SUPERVISORY RESPONSIBILITIES:

• Supervise volunteers for large events.
• Supervise volunteer cashiers.

EQUIPMENT TO BE USED:

• Typical office equipment, computers, printers, scanners and more.
• Housekeeping chemicals, vacuum cleaners, washing machine.
• Food service equipment such as dishwasher, carts, ovens, grill, griddle, stove, knives, espresso machine, vita mix, and any other kitchen tool available to fulfill assignment.

TYPICAL PHYSICAL DEMANDS:

• Able to lift 30 lbs.
• Must be able to sit at a computer for a minimum of seven hours per day.
• Requires manual dexterity sufficient to operate standard office machines such as computers, calculators, telephones and other office equipment.
• Requires manual dexterity sufficient to operate standard housekeeping equipment such as vacuum cleaners, brooms, mops, spray bottles, etc.
• Requires manual dexterity sufficient to operate standard food service equipment such as dishwasher, slicer, knives, grills, espresso machine, vita mix, etc.
• Required normal range of hearing and vision.
• Must be able to pull push stand sit, stoop, bend, reach move or carry equipment.

TYPICAL MENTAL DEMANDS:

• Maintain a good attitude in all circumstances and situations.
• Must be able to analyze information, troubleshoot and determine work strategy to accomplish task assigned.
• Must maintain a high level of attention to detail.

WORKING CONDITIONS:

• Ability to work in a busy, consistently changing work environment.
• Works indoors 90% of the time with some outdoor work.
• Overtime could be required, and some overtime could be on the weekend.

OTHER:

• Born again believer and must adhere to the doctrines of this organization as upheld by Kenneth and Gloria Copeland and their appointed representatives
• Must work well with others, as a team and according to Romans 16:17, must not cause dissension, difficulties and divisions
• Must maintain a good attendance record
• Because of the wide range of personal contact with ministry leaders within and outside the organization, this position requires considerable diplomacy, maturity, and excellent communication skills
• Ability to work with people of all cultures