Administrative Assistant

2 weeks ago

Tucson, United States Loews Hotels Full time

Relax and recharge at Loews Ventana Canyon Resort, a top choice among Arizona luxury resorts. Whether you explore the best of Tucson or enjoy the stunning Catalina Mountain range, you can consider us your desert oasis. Welcome to a Sonoran Escape for the Senses.

This position is responsible for processing all incoming/outgoing communications, handling Maintenance Request processes, coordinating purchasing operations, as well as assisting the Director of Engineering and Assistant Director of Engineering with maintaining all required records and preparation of all reports for the department.

Essential Functions and Responsibilities

  • Answer phones, take and transmit messages
  • Greet vendors, suppliers and visitors to the department
  • Assist, direct subcontract labor, vendors and/or suppliers to the areas needing their attention
  • Process all Maintenance Requests Work Orders transmitted to department
  • Maintain completed Maintenance Requests records
  • Return department copy of all completed Maintenance Requests to initiating department
  • Maintain departmental "Activity Board"
  • Prepare purchase requisitions for all materials necessary to maintain daily operation of department
  • Upon receipt of approved purchase requisition, prepare purchase order and distribute copies to appropriate parties.
  • Confirm receipt of purchase order by vendor and track progress till received
  • Receive deliveries/confirm accuracy of shipping invoice by comparison to purchase order
  • Code incoming invoices with proper departmental codes for Chief Engineer cost allocation
  • Maintain materials purchase order files for all vendors/suppliers
  • Maintain/Update departmental "Check Book" / expense log, cross-reference to budgetary guidelines for analysis of operating efficiency. Bring discrepancies to Director and/or Assistant Directors attention as needed
  • Work with Accounting Department to resolve any problems associated with purchase orders/receiving tickets
  • Maintain daily attendance and payroll related records to include sign in/out logs, overtime authorization forms, vacation and sick leave records for all departmental employees
  • Establish and maintain records system to document all departmental employee training activities
  • Maintain contact information file for all departmental employees
  • Maintain appointment calendar for Director, track appointments and inform him of scheduled meetings
  • Prepare daily/weekly payroll record for transmittal to Paymaster
  • Prepare payroll analysis information for review by Director
  • Coordinate requests for vacation and vacation schedules, for departmental employees
  • Coordinate interviews and process new hire paperwork for all department personnel
  • Track new hire 30 and 90 day check list processes
  • Process mail for department
  • Prepare memos and letters for transmittal
  • Assist Director and Assistant Director in preparation of all required reports,
  • Maintains copies of and completion log for all required reports
  • Make photocopies when required
  • Transmit / receive facsimile correspondence as necessary
  • Maintain active reader file for Director, Chief and Assistants
  • Maintain equipment preventive maintenance service records
  • Keep minutes for all departmental meetings
  • Organize and maintain department file records
  • Produce/assist in production of all reports generated by department
  • Maintain listing of all hotel storage areas and their contents, provide information to departments as requested
  • Maintain MSDS files to conform with OSHA required standards
  • Other duties as assigned
General
  • Promotes applies teamwork skill at all times
  • Notifies appropriate individual promptly and fully of problems and/or unusual matters of significance
  • Is polite, friendly, and helpful to guests, management and fellow employees
  • Attends appropriate hotel meetings and training sessions
  • Complies with required safety regulations and procedures
  • Complies with hotel and department standards, policies and rules
  • Recycles whenever possible
  • Remains current with hotel information and changes
  • Complies with hotel uniform and grooming standards
  • Maintains cleanliness and excellent condition of equipment and work area
  • Executes emergency procedures in accordance with hotel standards
Qualifications
  • Effective verbal and written communications skills
  • Typing/Keyboarding skills at or above 40 wpm
  • Ability to operate basic office equipment to include; fax, copiers, calculators, multi-line phone
  • Exceptional organization and record maintenance skills
  • Computer skills to include MS-Office, Computerized Maintenance Management such as OmniCom, Espresso or equivalent
  • Knowledge of Engineering/Maintenance operations
  • Ability to work flexible schedule to include weekends and holidays

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