Description

ABOUT US:

The Palms Hotel & Spa combines genuine service, laid-back sophistication and oceanfront serenity into a 251-room vacation, meeting, and wedding destination where complete wellness and environmental awareness are at the center of each guest experience.

Privately owned and managed by a European family since over 25 years, The Palms is a AAA Four-Diamond rated hotel with a lush tropical pool area, a full-service beach operation, over 8,000SF of meeting and event space, an AVEDA lifestyle spa & salon, and ESSENSIA Restaurant & Bar, its signature natural gourmet eatery. The Palms Hotel & Spa is a member of Preferred Hotels & Resorts, a collection of the finest independent luxury hotels around the world, and Beyond Green, a global portfolio of planet Earth’s most sustainable hotels, and the recipient of Travel & Leisure’s World’s Best Award for six consecutive years.

Enjoy a stable work environment in a professionally run hotel, where we help each other to flourish and grow. Come and be a part of our family!

Qualifications

JOB SUMMARY:

The Executive Assistant represents the hotel and General Manager in matters concerning the hotel regarding guests, team members, industry associates, and vendors. Provides administrative support and assists the General Manager with his/her daily operational duties and other special projects. 

The Palms South Beach aims for the highest professional standards for its staff. A positive attitude, knowledge of all facets of the operation, attention to detail, and the ability to organize and prioritize work tasks are essential qualifications required.

MAIN DUTIES & RESPONSIBILITIES

ADMINISTRATIVE RESPONSIBILITIES:

• Maintain vendor contract files and maintenance agreement files, county and state permits, and licenses to ensure accordance with the law.
• Assist the General Manager with code compliance issues, including research, documenting, and acting as liaison with regulating agencies.
• Organize yearly P&L reports every month
• Generate/review MOD (Manager on Duty) schedule/reports.
• Attend weekly meetings, including staff and Guest Reviews meetings
• Act as a project manager for special projects at the request of the General Manager, which may include event planning and coordinating.
• Type correspondence, including letters, memos, forms, policies, and procedures (including handling and maintaining confidential information).

• Assist the General Manager in managing his schedule and handling internal and external calls.

GUEST RELATIONS RESPONSIBILITIES:

• Responds to guest’s correspondence, group’s affiliation, and vendors on all related issues.
• Research, evaluate, and record all glitch reports and determine the appropriate compensation type, if any. Then, communicate with the guest (via telephone or in writing (email/letter)) to reestablish a positive image of the hotel.
• Discuss glitch reports with respective department heads to identify service challenges and help in implementing/improving necessary changes where needed.
• Respond or delegate responses of ihotelier and Thayer Interactive instant follow-up, email guest responses, questions, reservation inquires, etc.
• Review the VIP (Very Important Person) arrival list to ensure that special needs, such as assigned room, amenity, etc, are in order. Ensure comment (Contact E.A.M. Manager upon arrival) is in the system so VIPs will be personally greeted.
• Assist with other duties as assigned

OTHER DUTIES & RESPONSIBILITIES:

• Maintain the highest level of customer service and guest satisfaction according to the standards set forth by The Palms Hotel and Spa
• Ensure compliance with health and sanitation policies in all areas
• Adhere to all fire, safety, and security procedures according to hotel policy
• Adhere to all sustainability guidelines as per the Inspired by Nature Program.

QUALIFICATIONS

Knowledge, Skills, and Abilities Required:

• Ability to be discreet and handle very confidential information
• Strong interpersonal skills and ability to speak effectively to all levels of the organization.
• Excellent organizational skills and ability to pay attention to details
• Ability to work effectively in a multi-cultural team environment
• Proficient in the English language (written and verbal), a second language is an asset
• Ability to juggle multiple competing priorities and meet deadlines
• Strong customer service skills and ability to show genuine care for all co-workers and guest(s)
• Ability to work independently and as part of a team
• Maintain a professional appearance and manner at all times

Education/Certifications

• Degree in a relevant field or two years of related experience, or equivalent combination of education and experience
• Strong knowledge of Microsoft systems (Word, Excel, Outlook, and PowerPoint).
• Previous experience with a computerized Property Management System (PMS System) or knowledge of OPERA PMS system is a plus

WORK CONDITIONS & PHYSICAL DEMANDS: 

• Ability to work a flexible schedule to meet the business needs of the Hotel
• Able to lift unassisted 20 pounds.

This job description is not necessarily an exhaustive list of all responsibilities, skills, duties and requirements, efforts, or working conditions associated with this position. While this is intended to be an accurate reflection of the current tasks performed, management reserves the right to revise or require other commitments when circumstances prevail. 

The hotel operates seven days a week, 24 hours a day. We may find it necessary to schedule shifts according to our business volume. You must be willing and available to fulfill changing operational demands.

All requirements are subject to possible modification to reasonably accommodate individuals with a disability.