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Administrative Support Specialist

1 month ago

Bozeman, Montana, United States Hilton Garden Inn Bozeman Full time
Job Summary

The Administrative Assistant for a hotel will have responsibility for assisting the general manager with many of the routine and administrative tasks across all departments. They will keep accurate and detailed records, provide responses to both internal and external requests for information. This position will support two properties - the Hilton Garden Inn and Home2Suites in Bozeman.

Key Responsibilities:

  • Ensure all processes and procedures are followed appropriately.
  • Process invoices by verifying receipt of goods/services, coding the invoice to the appropriate department and category.
  • Prepare payments for approval by the general manager, ensuring all deadlines are met.
  • Communicate with vendors regarding invoice status, payment issues, and other inquires.
  • Regularly reconcile accounts payable information and resolve any discrepancies.
  • Assist in preparing and reporting any necessary monthly or annual reports.
  • Verify receipt of goods or services and participate in monthly inventory process.
  • Assist with the job posting, pre-hire administration, and onboarding processes associated with hiring new team members.
  • Review team member time, collect punch edit sheet and made appropriate edits. Prepare and process gratuities and charge tips for bi-weekly payroll.
  • Monitor and provide updates on compliance and training.
  • Provide support to other areas of the hotel in times of high demand or staff shortages.

Requirements:

  • Lift up to thirty (15) pounds, ability to sit, stand or walk for prolonged periods of time.
  • Ability to use a computer and associated programs – MS Office, accounting software, hotel PMS.
  • Strong attention to detail and ability to work on multiple projects.
  • Ability to communicate effectively across all levels of the organization, both verbally and in writing.

Qualifications:

  • 1 year of previous hotel operations experience.
  • High school diploma or equivalent.