Administrative Office Coordinator

6 days ago

Bar Harbor, Maine, United States Hampton Bar Harbor Full time
Job Summary

We are seeking a highly skilled and organized Administrative Office Assistant to join our team at Hampton Bar Harbor. As a key member of our administrative staff, you will be responsible for managing and maintaining various administrative processes, ensuring the smooth operation of our hotel.

Key Responsibilities:

  • Manage phone calls and business correspondence with vendors and guests
  • Review and prepare daily bank deposits, report and resolve overages/shortages
  • Order and purchase inventory for all departments to support hotel operations
  • Maintain document management systems, update physical and digital records for employees, vendors, etc.
  • Ensure compliance with state, local, and Hilton brand regulations for various departments
  • Coordinate company training and policy documents, update as needed
  • Assist with team member recruitment, travel arrangements, and onboarding process
  • Schedule and facilitate staff meetings for all departments
  • Oversight of company housing properties with maintenance staff
  • Assist with hotel Guest Services operations as needed

Requirements:

  • Previous experience as an Office Administrator, Marketing Assistant, or equivalent role
  • Working knowledge of Excel and Google Workspace software
  • Knowledge of Canva, Adobe Photoshop, or equivalent tools preferred
  • Excellent communication and interpersonal skills, with outstanding writing and editing abilities
  • A positive team player with a "can-do" attitude
  • Ability to handle sensitive and confidential information
  • Solid time-management skills with the ability to prioritize tasks and adapt to changing situations
  • High degree of accuracy and attention to detail

Benefits:

This year-round position offers some schedule flexibility in the off-season, allowing you to travel and explore the world using your Hilton employee travel benefits.

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