Area Administrative Specialist - OLS Hotels & Resorts

ABOUT US

People are the cornerstone of the Maui Seaside Hotel + Hampton Inn & Suites Maui North Shore. We believe in nourishing talent, motivating creativity, and advocating for inclusion, compassion and respect. Our team members grow and thrive at every level. As a result, our team members are at the top of their game. Known for getting it right the first time - they're empowered, original and intuitively adaptive.

Want to work for a team that believes in you and what you can do? Take the first step towards a new career in hospitality & apply today!

ABOUT THE ROLE

As the Area Administrative Specialist, you will assist management and all visitors to the company by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, making reservations or travel arrangements, and generally being a helpful and positive presence in the workplace.

SCOPE OF WORK + TEAM

• Reports to Area General Manager
• Supports at least two hotel properties - Maui Seaside Hotel + Hampton Inn & Suites Maui North Shore

RESPONSIBILITIES

• Handling office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.
• Providing real-time scheduling support by booking appointments and preventing conflicts.
• Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations.
• Screening phone calls and routing callers to the appropriate party.
• Using computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research.
• Greet and assist visitors.
• Maintain polite and professional communication via phone, e-mail, and mail.
• Anticipate the needs of others in order to ensure their seamless and positive experience.
• Determine and maintain hotel inventory levels as specified; complete timely and accurate month-end inventories. Maintain cleanliness and organization in all work areas and storerooms.
• Inspect items upon receipt to ensure that quantity and quality of items are correct and acceptable; check invoices for correct prices and quantities.
• Maintain internal controls over the requisitioning and issuing of items; adhere to purchase order system; deliver supplies to appropriate departments or storage areas.
• Assist in the preparation of reports, cost summaries and/or analysis, and other paperwork as needed.
• May perform additional purchasing-related duties such as assisting with updated pricing, maintaining purchasing files and records, investigating price variances, assisting in setting inventory levels based on turnover of supplies, etc.
• Coordinate payment of invoices with Accounts Payable.
• Assist with other projects as needed.

EXPERIENCE

• Prior Experience:
  • 1+ Year prior administrative experience.
• IT Expertise:
  • Advanced knowledge of computer software (including Microsoft Office, outlook) and web analytics tools is preferred.

• Education:
  • High School diploma or GED required; Associate's Degree in a related field.
• Subject Expertise:
  • Demonstrate a working knowledge of all property safety and security procedures as required maintaining a secure and safe environment for employees as well as guests.
  • Report any unusual occurrences and/or request to Supervisor.
  • Read and abide by all the regulations and rules of conduct stated in the Associate Handbook.
  • Must be service oriented with excellent customer service and sales skills
  • Must be able to effectively communicate to guests, management, and coworkers and read, write and understand the English language
  • Must be energetic and outgoing
  • Must possess excellent interpersonal and organizational skills
  • Must be able to follow directions with attention to detail, speed and accuracy
  • Must be a team player with the ability to work under minimal supervision
  • Must be able to multi-task in a fast-paced work environment
  • Must be able to understand and work with basic financial information and solve basic arithmetic problems
  • Must be able to type 45 wpm and have the ability to input data and access information on the computer
  • Must have proficient working knowledge of Microsoft Office, Opera; preferred.
  • Must be able to exercise confidentiality and discretion.

OTHER EXPECTATIONS:

• Abide by payroll policies, procedures and rules of conduct as stated in the Maui Seaside Hotel + Hampton Inn & Suites Maui North Shore's Associate Handbook.
• Demonstrate a working knowledge of all company safety and security procedures.
• Travel required: As needed for hotel familiarization, content creation shoots and to meet with colleagues.
• Hours Required: Must primarily work during business hours, Monday - Friday 9am - 5pm (HST), while understanding that the hotel business functions 24/7 and some weekend or holiday work may occasionally be required.

Benefits:

The Maui Seaside Hotel + Hampton Inn & Suites Maui North Shore offers an empowered working environment that encourages collaboration and flexibility. We offer a superior benefits package to part-time and full-time team members which includes:

• PTO
• Medical, Dental, Vision, & Life Insurance
• Costco Membership Reimbursement
• Management Contract Referral Program
• Education Assistance
• Employee Rates at all 35+ Hotels affiliated with the Maui Seaside Hotel
• Monthly Cell Phone Stipend
• Lead Share Program
• Associate of the Month/Quarter & Company-wide Associate of the Year Programs
• Associate Referral Bonus Program

The Maui Seaside Hotel + Hampton Inn & Suites Maui North Shore is an equal opportunity employer. The Maui Seaside Hotel + Hampton Inn & Suites Maui North Shore provides equal employment opportunity for all associates and prohibits discrimination based on race, color, sex (including pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth, or breastfeeding), gender, religious creed (including religious dress and grooming practices), marital status, domestic partner status, age, national origin or ancestry, physical or mental disability, medical condition, genetic information and characteristics, sexual orientation, gender identity or expression, military or veteran status, or any other basis protected under federal, state, or local laws. The Maui Seaside Hotel + Hampton Inn & Suites Maui North Shore also provides reasonable accommodations for qualified applicants and employees with disabilities or medical conditions in accordance with applicable laws.

Disclaimer: By submitting your application for this position, you acknowledge and consent to undergo a comprehensive background screening and drug testing process as a condition of employment. This screening may include, but is not limited to, verification of identity, criminal history, credit history, education, employment history, and professional references. Furthermore, you agree to participate in any required drug testing, which may involve the collection and analysis of urine, blood, saliva, or hair samples. The results of these screenings will be used in accordance with applicable federal, state, and local laws, and may impact the final hiring decision. Please note that any false statements or omissions on your application may result in disqualification from the hiring process or termination of employment. By proceeding with your application, you confirm your understanding and acceptance of these terms.