Administrative Support Specialist

2 weeks ago

Lahaina, Hawaii, United States Ganir & Co Full time
Job Overview

Position Title: HRC Admin
FLSA Status: Non-Exempt

Reporting To: Division Manager
Classification: Full-Time

Role Summary: Provide comprehensive administrative assistance to the management team at Ganir & Co. Ensure efficient operation of regional activities, including managing communications, organizing documentation, and coordinating schedules while collaborating with various departments.

Key Responsibilities:

  • Establish and maintain an organized record-keeping system. Oversee databases and various files.
  • Manage distribution of employee paychecks and maintain orderly records.
  • Coordinate housekeeping functions to promote operational efficiency.
  • Handle incoming calls to the housekeeping office, documenting requests and ensuring timely follow-up.
  • Update and maintain hotel room cleanliness records, including special requests for VIP guests.
  • Create and manage worksheets and checklists for housekeeping staff, including attendants and supervisors.
  • Oversee lost and found procedures, ensuring valuables are directed to the Housekeeping Manager.
  • Maintain comprehensive employee records within the housekeeping division.
  • Communicate employee schedules promptly and effectively.
  • Facilitate orientation sessions through appropriate channels, ensuring all materials are prepared and available.
  • Process applications and manage employee identification materials.
  • Input employee schedules into the ADP system.
  • Enroll new hires in the timekeeping system following necessary processing.
  • Conduct regular audits of active employee records and manage termination documentation.
  • Process employment verification and incident reports as required.
  • Address employee inquiries and escalate issues to HR and management as necessary.

Additional Duties: Perform any other tasks assigned by management.

Success Factors:

  • Demonstrate strong initiative and self-motivation; be reliable and dependable.
  • Maintain professional interactions and effective relationships with all staff levels.
  • Prioritize tasks effectively and manage multiple responsibilities throughout the day.
  • Exhibit good judgment and decision-making skills.
  • Display attention to detail and excellent organizational capabilities.
  • Adapt to new ideas and work effectively under pressure while maintaining professionalism.
  • Possess strong verbal and written communication skills.
  • Adhere to company policies and comply with health and safety standards.

Qualifications:

  • High School Diploma or GED preferred.
  • Minimum of six months experience in a hotel or similar environment.
  • Ability to organize and manage multiple priorities; strong teamwork and problem-solving skills.
  • Exhibit strong customer service skills and a proactive approach to assisting others.
  • Basic proficiency in computer applications, including Microsoft Windows, Outlook, Word, and Excel.

Physical Requirements:

  • Ability to lift, carry, and climb regularly, with occasional lifting of up to 25 lbs.
  • Spend extended periods sitting and using office equipment and computers.
  • Perform routine and repetitive tasks consistently.
  • Engage in frequent bending to maintain files and records.

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