Senior Administrative Coordinator

1 week ago

Clearwater, United States Sandpearl Resort Full time
Job Overview

We are seeking a highly skilled 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 proactive individual who can work independently and efficiently.

Key Responsibilities:
  • Acquire a thorough understanding of all CRM systems, including Delphi and Opera.
  • Manage and assess all incoming phone inquiries and electronic requests for proposals (RFPs).
  • Oversee the tracking of Direct Bill applications for sales accounts across 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.
  • Collaborate with the reservations team on group bookings as necessary.
  • Ensure all signed contracts are forwarded to the Events Department for processing.
  • Respond to phone calls in a timely and professional manner, managing information flow accurately.
  • Order and maintain office supplies, ensuring inventory is replenished as needed.
  • Complete Site Tour Alerts and distribute them to relevant team members.
  • Generate daily reports as required for various properties.
  • Conduct audits of files and systems for payment methods, signed agreements, and compliance with food and beverage minimums.
  • Input and manage data within spreadsheets and CRM systems.
  • Assist in loading group information into the CRM and merging contracts as required.
  • Audit working files for completeness regarding payments and signatures.
  • Perform additional administrative tasks as assigned.
  • Support in-house and special events as needed.
  • Document meeting minutes accurately.
  • Manage the calendars of executives and coordinate meeting arrangements.
  • 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.
  • Proficient in written and verbal communication.
  • Strong computer skills are essential; familiarity with Infor (HMS), Delphi, and Excel is preferred.
  • A solid understanding of hotel operations and revenue concepts is necessary.
  • Exceptional organizational skills with the ability to manage multiple priorities.
  • Able to work effectively with diverse individuals.
  • Punctuality and reliability are essential.
  • Must be able to stand for extended periods as needed.
Benefits:
  • Health, Dental, and Vision Insurance
  • Life Insurance
  • 401(k) Plan
  • Short-Term Disability Coverage
  • Complimentary Associate Parking
  • Free Meals during shifts
  • Discounts at Resort Outlets
  • Hotel Discounts
  • Friends and Family Discounts

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

Please note that the company conducts post-offer employment verification, including motor vehicle and criminal background checks.

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.

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