Receptionist/Office Assistant

Job Description

Job Description

About Company:

Focus Management Group is a privately held hospitality corporation based in Oklahoma and North Texas, established in 1992. With a portfolio of 17 hotels under various franchise agreements, we are committed to excellence in hotel management and development, targeting emerging markets for growth.

About the Role:

The Receptionist/Office Assistant supports the Corporate Office with all incoming communication and correspondence, and serves as a key point of continuity for vendor relationships, licensing, and purchasing across the Premier Hospitality Management portfolio. Primary responsibilities include answering and directing all incoming telephone calls in a professional and efficient manner, and processing all incoming and outgoing mail. Beyond front-desk duties, this role also manages notary services, purchasing and reconciliation, vendor sourcing and account setup, and license/inspection compliance for hotel properties. This position requires strong follow-through and judgment, since much of the work involves representing the company to outside vendors, agencies, and inspectors.

Minimum Qualifications:

• High school diploma or equivalent.
• Proven experience in a receptionist, administrative assistant, or customer service role.
• Proficiency in using office software such as Microsoft Office Suite (Word, Excel, Outlook).
• Excellent verbal and written communication skills.
• Typing, strong interpersonal skills, computer aptitude, telephone skills, and ability to read, write, and speak English are required.
• Ability to multitask and manage time effectively in a fast-paced environment.

Preferred Qualifications:

• Experience working in the hospitality industry.
• Basic knowledge of bookkeeping or invoicing procedures.
• Additional language proficiency to assist diverse clientele.
• Certification in office administration or customer service.
• Notary certification preferred, or willingness to obtain (company-sponsored).

Benefits:

• Employee Discount
• Dental Insurance
• Health Insurance
• Life Insurance
• Paid Time Off
• Vision Insurance
• STD
• LTD
• Hospital Indemnity
• Critical Illness
• Accident

Responsibilities:

• Greet and welcome guests, clients, and visitors promptly and professionally, ensuring a positive first impression.
• Manage incoming calls, emails, and correspondence, directing them to the appropriate departments or personnel using accurate knowledge and judgment.
• When necessary, screens and validates calls to ensure they are routed correctly. Uses judgment to evaluate the urgency of incoming calls to ensure the appropriate individual is involved as quickly as possible.
• Collects information from callers who do not want to wait for a return call (such as guest complaints) and promptly routes the issue after ending the call, including notes from the conversation.
• Processes all incoming mail and information at the Corporate Office. Responsible for date-stamping incoming mail and distributing it to the appropriate mail/information distribution box. Time-sensitive or urgent information is delivered directly to the responsible individual to prevent costly delays.
• Ensures that outgoing mail is sent daily, managing all time-sensitive materials to meet deadlines, including trips to the post office or use of expedited mail services as needed.
• Acts as a notary for the Corporate Office.
• Manages purchasing activities, collects invoices and receipts, and handles reconciliation, including researching and disputing chargebacks.
• Tracks and renews permits and required property licenses, submits applications to the health department and other regulatory agencies, and serves as the on-site point of contact for inspections when necessary.
• Sources vendors and pricing for equipment, furnishings, and supplies (e.g., HVAC systems, televisions, signage); establishes new vendor accounts and completes credit applications.
• Assists in gathering documentation for insurance renewals (e.g., loss runs, driver and vehicle lists) as requested.
• Aids in collecting information, creating reports, and distributing them, including the bi-weekly updates and other office communication needs.
• Provides support with copying, distribution, filing, and other office-related tasks as requested.
• Handle guest inquiries and resolve minor issues or escalate them to the appropriate staff promptly.
• Assists in ordering office supplies and equipment, ensuring that all appropriate approval processes are followed.
• May be tasked with drafting written correspondence to individuals within and outside of the Corporate Office.
• Collaborates with the owner and executes assigned tasks efficiently.

Skills:

The Receptionist/Office Assistant utilizes strong communication skills daily to interact effectively with guests, colleagues, and management, ensuring clear and courteous exchanges. Organizational skills are essential for managing schedules, maintaining records, and coordinating office activities efficiently. Proficiency with office software enables the assistant to handle correspondence, data entry, and reporting tasks accurately and promptly. Problem-solving abilities are applied when addressing guest inquiries or resolving minor issues to maintain high service standards. Additionally, multitasking and time management skills are critical to balancing various responsibilities and supporting a dynamic work environment within the accommodation and food services sector. Must be able to work well under chaotic and at times stressful conditions without getting flustered. Ability to prioritize incoming issues and events. Requires strong reasoning and judgment skills; ability to distinguish critical and time-sensitive issues from lower-priority ones.Must be able to influence without authority. Should be able to act independently with little supervision. Comfortable researching vendors, pricing, and completing account/credit applications.