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Senior Administrative Coordinator

2 months ago

Clearwater, United States Sandpearl Resort Full time
Job Overview

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to our senior management team at Sandpearl Resort. This role is pivotal in ensuring the smooth operation of our executive functions and requires a candidate who can work independently and efficiently.

Key Responsibilities:
  • Acquire in-depth knowledge of our CRM systems, including Delphi and Opera.
  • Manage and prioritize all incoming communications, including phone calls and electronic requests for proposals (RFPs).
  • Oversee the tracking of Direct Bill applications for sales accounts across various properties.
  • Assist in the preparation of essential documents such as contracts and proposals.
  • Format and organize information for both internal and external communications, including memos, emails, presentations, and reports.
  • Support group bookings and reservations as required.
  • Ensure all signed contracts are promptly forwarded to the Events Department.
  • Answer phone calls with professionalism and manage information flow accurately and timely.
  • Maintain office supply inventory and order new supplies as necessary.
  • Complete Site Tour Alerts and distribute them to relevant team members.
  • Generate daily reports as needed for all properties.
  • Conduct audits for payment methods, signed agreements, and other operational standards.
  • Input and manage data in spreadsheets and CRM systems.
  • Assist with the loading of group data into CRM systems and merging contracts.
  • Audit working files for compliance with payment and signature requirements.
  • Perform additional administrative tasks as assigned.
  • Support in-house and special events as needed.
  • Take detailed minutes during meetings.
  • Manage executives' calendars and coordinate meetings.
  • Maintain discretion and confidentiality at all times.
Qualifications:
  • Outstanding interpersonal and communication skills.
  • A minimum of one year of experience in the hospitality sector is required.
  • A degree in Hospitality Management or a related field is preferred.
  • Excellent written and verbal communication abilities.
  • Strong computer proficiency, particularly in Infor (HMS), Delphi, and Excel.
  • A solid understanding of hotel operations and revenue concepts.
  • Exceptional organizational skills with the ability to manage multiple priorities.
  • Ability to work collaboratively with diverse individuals.
  • Dependability and punctuality are essential.
  • Capability to stand for extended periods, if necessary.
Benefits:
  • Comprehensive Health Insurance
  • Dental and Vision Insurance
  • Life Insurance Coverage
  • 401(k) Retirement Plan
  • Short-Term Disability Benefits
  • Complimentary Associate Parking
  • Free Meals for each shift worked
  • Discounts at Resort Outlets
  • Hotel Discounts available
  • Friends and Family Discounts

This position offers a unique opportunity to be part of an organization that values its team members as its most significant asset. We take pride in selecting individuals who align with our mission and contribute to our success.

We are an Equal Opportunity Employer and do not discriminate in employment practices based on race, sex, age, disability, religion, national origin, or any other basis prohibited by applicable law.