Administrative Assistant Doubletree Orlando

    • Job Tracking ID: 512688-604783
    • Job Location: Orlando, FL
    • Job Level: Mid Career (2+ years)
    • Level of Education: 2 year degree
    • Job Type: Full-Time/Regular
    • Date Updated: January 12, 2018
    • Years of Experience: Up to 2 Years
    • Starting Date: ASAP
    • Hotel: DoubleTree by Hilton Orlando at SeaWorld
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Job Description:

Join the excitement and growth of the newly renovated and expanded Double tree by Hilton Orlando at Sea World. We are looking for a candidate that is very passionate about providing service to our guest. Must be able to multi-task and ensure guest requests are fulfilled. You should genuinely care about people.

We are a 1020 room convention hotel located on International Drive across from Sea World. We take great pride in delivering REMARKABLE guest service at all times.

Purpose of the Position: Primary function is to assist the General Manager and other Executive Committee Members by performing various office duties to ensure efficiency and accuracy in the Executive Office in regards of clerical duties.

ESSENTIAL DUTIES

  • Practice and maintain good telephone techniques. Communicate and obtain complete, detailed information in a professional, courteous manner in the shortest amount of time possible
  • Accurately type all correspondence as assigned using proper grammar, set-up, spelling and composition within the assigned limits
  • Sort and distribute mail within 1 hour after it arrives. Ensure guests receive mail promptly to prevent complaints and to provide efficient guest service
  • Accurately record and deposit all incoming checks within 1 hour of sorting mail. Ensure that all incoming monies are credited to the correct account
  • Secure accurate travel arrangements for general manager and hotel staff when necessary guaranteeing lowest possible fares
  • Accurately and efficiently handle all outgoing mail. Ensure that all mail is properly posted and postage is charged to the appropriate department. Mail must leave the hotel within one day
  • Accurately copy and/or compile information as required/requested and distribute on a daily basis to communicate with staff essential information
  • Accurately compile and analyze guest comments for distribution to staff and corporate office. Assist staff in determining problem areas and provide tools for upgrading guest experience to prevent future negative comments and complaints
  • Take accurate minutes of staff and executive committee meetings. Distribute minutes within 24 hours of meeting to appropriate hotel and corporate staff to assists management in completing assigned duties
  • Maintain accurate office files in an organized manner for easy access and future reference
  • Take and distribute accurate messages. All messages should include the name of the caller, nature of the call, phone number of caller, date and time call was received. Obtain complete and accurate information and distribute to the receiving party on a timely basis
  • Provide positive, professional guest contact, making guest feel comfortable. Answer guest questions and solve problems, thereby reducing complaints
  • Active in the selection and new employee placement process and conducted systematic service, benefits an policy orientations, shifting the paradigm to a true ninety-day 'alignment: approach
  • Maintain a well organized, and enhance the image of the executive offices to make clients feel comfortable and maximize productivity.

GENERAL DUTIES

  • Know your work schedule and follow it with reliability
  • Work in a cooperative and friendly manner with fellow employees
  • Maintain professional attire and personal hygiene
  • Maintain a clean, neat and orderly work area
  • Perform your job according to standard operating procedures
  • Read, understand and follow all policies, procedures and practices as stated in the Employee Handbook
  • Implement management company and hotel’s safety and emergency policies and procedures (i.e. evacuation, first aid, etc) to include removing all safety hazards, following company’s OSHA Hazcom program, safe lifting techniques
  • Utilize protective equipment, when applicable
  • Promptly report substandard (unsafe) conditions to supervisor
  • Promptly report accidents, injuries, property damage or loss to supervisor
  • Keep accurate communication flowing freely among all hotel departments
  • Inform management promptly of any work related problems or guest complaints
  • Practice 'CARE hospitality' and provide guest satisfaction.
  • Promote the hotel trough good will courtesy and a positive attitude
  • Attend all scheduled training classes and meetings
  • Train other employees as directed by management
  • Continue to learn and grow in your position
  • Perform any reasonable request as assigned or directed by management
  • Provide for a safe environment by following all safety and security procedures and rules
  • Arrange for reasonable accommodations for persons(s) with disabilities
  • Assist person(s) with a disability
  • Comply with all applicable federal, state and local laws and ordinances as they apply to the hotel, guests and employees

SUPERVISORY RESPONSIBILITIES

  • None

PHYSICAL DEMANDS

  • Twist, bend, reach, handle, sit and lift to type on computer or typewriter keyboard, answer and use a telephone and operate a calculator, fax and copier
  • Lift and carry heavy things (i.e. mailbag, etc) of approximately 20 pounds
  • Perform repetitive tasks

WORK ENVIRONMENT

  • The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function

Experience and Skills:

QUALIFICATIONS/SKILLS

  • Proficient in Microsoft Office utilities (e.g. Word, Excel, PowerPoint, Outlook)
  • Typing 50 WPM at 100% accuracy
  • General administrative skills
  • Computer literate
  • Strong problem solving abilities
  • Able to work flexible shifts, including evenings, weekends and holidays

EDUCATION AND/OR EXPERIENCE

  • Must have High School Diploma or equivalent
  • Solid organizational skills.
  • 1 year database administrative experience

LANGUAGE SKILLS

  • Able to communicate accurately and effectively in verbal and written form with guests and employees so as to respond accurately and completely to people to give directions, instructions, information, answer questions and provide service as required
  • Good communication skills, both written and verbal
  • Must be able to read and write English to complete duties required and handle telephone calls with guests and clients

MATHEMATICAL SKILLS

  • Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, and volume

REASONING ABILITY

  • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists
  • Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form

Benefits

We are a drug-free work place. 

 

Benefits
We are a drug-free work place. 
Free Lunch, Free Parking!
EOE/AA
Benefits
401k plan
Life Insurance
Medical Insurance
Dental Insurance
Flexible Spending Accounts-Medical and Dependent
Vision Insurance
Vacation:1 year -5 days; 2-4 years - 10 days; 5 plus years-15 days
Personal Leave;Holidays
Associate Discount Program