housekeeping administrative

4 hours ago

Surfside FL, United States Grand Beach Suites Hotel Full time

A Housekeeping Administrative Assistant at the Grand Beach Hotel Surfside supports the housekeeping leadership team by ensuring smooth daily operations and exceptional service standards. This role includes organizing staff schedules, coordinating supply and linen inventories, maintaining accurate department records, including lost and found—and facilitating clear communication between housekeeping and other hotel departments. The position also assists with payroll processes, onboarding new team members, and helping maintain the high level of cleanliness and guest satisfaction the Grand Beach Hotel Surfside is known for. Strong organizational abilities, attention to detail, proficiency in Microsoft Office, and excellent communication skills are essential.

Key Responsibilities – Housekeeping Administrative Assistant

As a vital member of the Grand Beach Hotel Housekeeping team, the Housekeeping Administrative Assistant supports the department's leadership in maintaining the high level of cleanliness, efficiency, and guest satisfaction for which the property is known. Responsibilities include, but are not limited to:

  • Provide comprehensive administrative support to the Director of Housekeeping, ensuring smooth daily operations and timely communication of departmental priorities.
  • Manage and update staff schedules, monitor attendance, track sick/vacation requests, and assist leadership in coordinating shift coverage to meet occupancy and business levels.
  • Maintain accurate and organized departmental records, including inventory logs, vendor invoices, lost and found documentation, supply usage reports, equipment tracking, and safety compliance records.
  • Coordinate purchasing, ordering, and restocking of linens, uniforms, guest amenities, and cleaning supplies, ensuring par levels are met and supporting the hotel's commitment to a consistently elevated guest experience.
  • Respond promptly to interdepartmental requests, ensuring daily tasks are communicated clearly and prioritized in alignment with guest needs and hotel service standards.
  • Support the onboarding of new team members by preparing training materials, organizing orientation schedules, managing required documentation, and assisting with uniform and equipment issuance.
  • Monitor and update the hotel's work-order system (e.g., HotSOS or similar), ensuring that all housekeeping and engineering requests are entered accurately, assigned to the correct teams, and followed through to resolution.
  • Serve as a liaison between Housekeeping and key departments such as Engineering, Front Office, Guest Services, and Food & Beverage to coordinate room readiness, service recovery needs, and special guest requests.
  • Assist with payroll preparation, including timecard audits, tip/bonus tracking (if applicable), and timely data entry for attendance and labor reporting.
  • Support daily operational reporting, such as occupancy forecasts, staffing needs, room status reports, and departmental communication to ensure the housekeeping team is informed and aligned.
  • Uphold Grand Beach Hotel service standards by promoting teamwork, professionalism, and a guest-first mindset in all administrative processes.

Requirements

1–2 years of experience in an administrative or office support role, preferably in hospitality or housekeeping

Proficiency with Microsoft Office (especially Excel and Outlook) & Oprah

Excellent communication skills with a high level of accuracy in written documentation

Strong attention to detail and organizational skills

Ability to maintain confidentiality and handle sensitive information with discretion

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