Administrative Services Manager

• Supervises administrative team 
  • Oversees and assigns work load
  • Goal direction
  • Attendance tracking
  • Performance reviews
  • Interviewing, hiring, counseling, coaching, training, scheduling
  • Promotes teamwork, helps develop proactivity and provides motivation, keeps team on task and delivers to deadlines
  • Performs administrative duties to ensure efficient operation of the Executive Office
  • Prepares correspondence, memos, and reports as required
  • Maintains and administers the corporate purchase order system
  • Maintains adequate inventory of all office supplies for the Sales and A&G departments and initiates orders as needed. Manages to financial levels
  • Writes letters as needed.
  • Writes and/or prepares drafts of responses to customer and /or vendor inquires as requested
  • Maintains trace files for action
  • Receives all telephone calls and takes messages in a courteous manner and relays accurate messages in a timely manner. All calls answered by third ring.
• Maintains accurate records of business operations to facilitate Vice President & General Manager’s assessment of progress and results of various projects.
   
  • Compiles and distributes monthly reports in a timely manner
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  • Organizes information requested by supervisor for use in meetings and compiles in an easily interpreted format
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  • Maintains an up-to-date mailing list, customer and manager lists
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  • Sets up and maintains an orderly filing system
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• Coordinates VIP amenities, messages, etc. to relieve supervisor of details 
  • Greets visitors in a courteous manner and makes them feel at ease  
  • Initiates follow-up correspondence as appropriate
• Oversees maintenance of copy machine, computers, printers, fax and other office equipment as needed 
  • Orders and maintains an adequate supply of copy paper, toner, etc.
  • Trains other employees on the use of word processor, fax machine, and other office equipment
  • Assists on the Technology Committee for future / current technology needs, serves as focal point for maintenance of computer issues (both hardware and software related)
• Handles special assignments/projects for General Manager accurately and in a timely manner 
  • In charge of Masters correspondence for individuals, maintains accurate group files as well as individual files, monitors payments, responsible for the room inventory/sales reporting for the General Manager and Director of Sales and attends meetings as necessary. Assists the Hotel Manager as necessary
  • In charge of coordinating VP & General Manager’s annual charitable function
• Demonstrates a working knowledge of hotel safety and security procedures as required, to maintain a secure and safe environment for employees and guests. Attends and participates in Safety Committee meetings and activities
• Keeps immediate supervisor promptly and fully informed of all problems or unusual matters of significance which require corrective action. Helps train all support staff – Catering, Sales & Reception. Uses training grids. Participates in annual reviews. Creates, updates and maintains Leader Guides for the support staff positions
• Conducts and/or attends meetings as required. Conducts monthly support staff meetings for cross training
• Prepares reports as requested, to develop an informative database for improved management decision making and critical evaluation of work activities
• Performs all accountabilities in a professional, timely and efficient manner, following established company policy and projecting a favorable image to achieve objectives, public recognition, and acceptance as the preferred hotel company
• Performs all other duties as requested or required to insure the smooth operation of the entire hotel
• Supports Executive Committee members and operational departments with administrative and secretarial needs as well as projects as assigned and training
• Trains and participates as Manager on Duty when necessary
• Trains and assists with telephone system administration
• Attends career and skill development training classes as appropriate
• Participates in all aspects of digital signage and has a working knowledge of the technical aspects to facilitate Sales & Catering’s customer expectations and satisfaction

• High School diploma required;
• Associate’s Degree or certification in Administrative skills given preference.
• Exceptional administrative skills plus advanced skills in Word, Excel, Internet Searches with ability to learn CI TY; Marsha, PMS, Accounting, ADP, Attendance Counts and other proprietary programs.
• IT savvy, able to trouble shoot basic technical issues for the hotel, create emails for new hires, handle the contact to our IT provider
• Organization skills must be a strength
• Ability to prioritize and shift quickly between projects and assignments
• Positive customer service attitude with the ability to solve conflict to the guests’ satisfaction, Marriott Standards and hotel expectations.
• Knowledge of English and ability to clearly communicate in it
• Ability to deal with the public in a professional and courteous manner
• Ability to communicate with all managers, supervisors and fellow associates
• Ability to handle conflict situations in a professional manner
• Good attention to detail along with a sense of urgency to deliver to deadlines
• Be well groomed and conform to the hotel’s professional dress code
• Ability to make critical decisions
• Represents the VP & GM professionally and with complete confidentiality.