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Administrative Assistant/Office Manager

1 month ago

Palm Springs, United States HM Hospitality Consultants Full time
Job DescriptionJob DescriptionSalary: $20-25 per Hour DOE

Job Summary:


The Administrative Assistant oversees operations and assists employees in the performance of their job duties such as responding to inquiries, resolving issues or concerns. The Administrative Assistant has the primary objective of driving the vision for company and customer standards. The Administrative Assistant is accountable for shaping and delivering the business’s production in order to drive the overall performance of the department. The Administrative Assistant balances company and customer demands with delivery and execution. The Administrative Assistant ensures that our products and services meet all necessary requirements before they reach the consumer. The Administrative Assistant oversees cost effectiveness, productivity, and the provision of company and customer demands that nurture continuous improvement. The Administrative Assistant is responsible for implementing quality assurance principles and practices throughout the company. Administrative assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office and operations. Supports managers and employees through a variety of tasks related to organization and communication. Administrative assistants are responsible for confidential and time sensitive material. Responsible for supporting management to help them stay organized and complete tasks that allow them to focus on more advanced responsibilities. Duties include organizing meetings for Administrators, greeting office visitors, and composing documents on behalf of Administrators. They work closely with Administrators and other employees to organize files, create correspondence, and prepare reports or documents. Their job is to complete a range of clerical tasks including manage calendars, sorting mail, or preparing invoices. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Administrative Assistant is a support position, meaning that communications and decision-making are paramount. Administrative assistants handle general office tasks and administrative duties, such as directing communications between colleagues and customers, organizing schedules and events, entering data, bookkeeping, maintaining office equipment and so on.


Supervisory Responsibilities:


  • Oversees the daily workflow of the department.
  • Establishes and oversees the adoption of the support department’s vision, goals and objectives at all levels.
  • Monitor and resolve issues.
  • Direct workload distribution.
  • Managing both internal and external relationships on behalf of the department.
  • Maintain, manage, and upkeep all filing systems for required employees and departments.
  • Communicate effectively with staff, volunteers, supervisors, and senior management.
  • Oversee and audit operational systems and facilities.
  • Communicate job expectations.
  • Identify, acknowledge, motivate, and lead by example for employees.


Duties/Responsibilities:


  • Answer and direct phone calls.
  • Organize and schedule appointments and meetings.
  • Maintain contact lists.
  • Produce and distribute correspondence memos, letters, faxes, and forms.
  • Assist in the preparation of regularly scheduled reports.
  • Develop and maintain a filing system.
  • Order office supplies.
  • Book travel arrangements.
  • Submit and reconcile expense reports.
  • Provide general support to visitors.
  • Provide information by answering questions and requests.
  • Take dictation.
  • Research and creates presentations.
  • Generate reports.
  • Handle multiple projects.
  • Prepare and monitor invoices.
  • Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities.
  • Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
  • Organize travel arrangements for senior managers.
  • Write letters and emails on behalf of other office staff.
  • Book conference calls, rooms, taxis, couriers, hotels, etc.  
  • Cover the reception desk when required.
  • Maintain computer and manual filing systems.
  • Handle sensitive information in a confidential manner.
  • Take accurate minutes of meetings.
  • Coordinate office procedures.
  • Reply to email, telephone, or face to face inquiries.
  • Develop and update administrative systems to make them more efficient.
  • Resolve administrative problems.
  • Receive, sort, and distribute the mail.
  • Answer telephone calls and pass them on.
  • Manage staff appointments.
  • Oversee and supervise the work of junior staff.
  • Maintain up-to-date employee holiday records.
  • Coordinate repairs to office equipment.
  • Greet and assist visitors to the office.
  • Photocopy and print out documents on behalf of other colleagues.
  • Provide polite and professional communication.
  • Implement clerical duties and administrative processes.
  • Conduct data entry.
  • A team player with a positive attitude.
  • Quick and flexible learner.
  • Attention to detail.
  • Communication and collaboration skills.
  • Manage direct reports.
  • Organize and review weekly progress.
  • Flexibility and willingness to adapt to changes. 
  • Driven and self-motivated.
  • Maintain customer privacy, behave with open-mindedness and cultural sensitivity.
  • Contributes to long- and short-form integration proposals and topline concepts.
  • Oversee operational software and operations.
  • Support the team on all integrations and proposals.
  • Planning, designing, and executing projects.
  • Strong attention to detail and problem-solving ability.
  • Implement quality assurance standards and provide accurate feedback.
  • Ensure performance, reliability, functionality, and compatibility is up to company standards.
  • Patience and the ability to maintain a professional demeanor.
  • Performs other related duties as assigned.


Required Skills/Abilities:

 

  • Knowledge of performance evaluation and budgeting concepts.
  • Understanding of quality standards and health & safety regulations.
  • Excellent verbal and written communication skills.
  • Excellent interpersonal and customer service skills.
  • Excellent sales and customer service skills.
  • Excellent organizational skills and attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Strong analytical and problem-solving skills.
  • Strong supervisory and leadership skills.
  • Ability to prioritize tasks and to delegate them when appropriate.
  • Ability to function well in a high-paced and at times stressful environment.
  • Proficient with Microsoft Office Suite, Adobe, Google Suite, or related software.
  • Ability to frequently lift, move and/or push up to 50 pounds without assistance.
  • Ability to sit, walk, climb up and down stairs repeatedly for extended periods of time.
  • Constant standing and bending.
  • Tasks will be performed using and in the proximity of coolers, stoves, and other hot equipment


Education and Experience:

 

  • High school diploma or equivalent, required.
  • Bachelor’s Degree in related field, preferred.
  • At least two years related experience required.


Benefits:


  • A friendly, fun, positive work environment
  • Paid time off--Two weeks vacation per yer, 14 paid holidays, plus your birthday as the 15th holiday
  • Medical, Dental, & Vision plan options available for full time Team Members
  • 401k, company matched contribution