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Administrative Support Specialist

2 months 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: The primary responsibility of this position is to deliver comprehensive administrative assistance to the management team at Ganir & Co. This role is essential for ensuring the seamless operation of the region's activities, which includes managing communication, documentation, and scheduling.

Key Responsibilities:

  • Establish and uphold an organized record-keeping system. Oversee databases and various files.
  • Manage the distribution of employee paychecks and maintain an orderly system for bi-monthly payroll.
  • Coordinate housekeeping functions to guarantee operational efficiency.
  • Handle incoming calls to the housekeeping office, document inquiries, and execute follow-up actions as necessary.
  • Maintain updated records of room cleanliness, VIP guests, and special requests.
  • Create and manage worksheets and checklists for housekeeping staff, including attendants, supervisors, and runners.
  • Oversee the handling and documentation of lost and found items, ensuring valuables are directed to the Housekeeping Manager.
  • Maintain comprehensive employee records within the Housekeeping division.
  • Ensure timely communication of employee schedules.
  • Organize orientation sessions through the appropriate channels, ensuring all materials are prepared and available.
  • Facilitate the ordering of employee identification materials and access codes.
  • Input employee schedules into the ADP system.
  • Assist in enrolling new hires into the timekeeping system post-processing of necessary documentation.
  • Conduct regular audits of active employee records and ensure timely submission of termination forms to Payroll.
  • Process incident reports and payroll deduction forms after management review.
  • Address employee inquiries as needed.
  • Report employee-related issues to HR and management for appropriate action.

Additional Duties: Perform any other tasks as assigned by management.

Success Factors:

  • Demonstrate strong initiative and self-motivation; reliability is essential.
  • Maintain professional interactions and foster positive relationships with all levels of staff and management.
  • Effectively prioritize tasks and manage multiple responsibilities throughout the day.
  • Exhibit strong listening skills, follow directions, and make sound independent decisions.
  • Possess excellent organizational skills and attention to detail.
  • Adapt to new ideas and work effectively under pressure while maintaining professionalism.
  • Exhibit strong verbal and written communication abilities.
  • Adhere to company policies and procedures.
  • 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 coordinate multiple priorities; effective team player.
  • Strong customer service skills; proactive in assisting customers and colleagues.
  • Basic computer proficiency, including Microsoft Windows, Outlook, Word, and Excel.

Physical Requirements:

  • Regular lifting, carrying, and climbing stairs; ability to push up to 25 lbs occasionally.
  • Spend extended periods sitting and using office equipment and computers.
  • Perform routine and repetitive tasks consistently.
  • Frequent bending to file and maintain documents.