Operations Administrative Assistant

Are you a hospitality professional with experience and love for hospitality and genuinely exceeding expectations? Would you like to further your hospitality career in an upscale resort environment with breathtaking views? If so, please read on Fisher Island Club is looking to hire a full-time Operations Administrative Assistant.

This position has a competitive wage, depending on experience. All eligible full-time regular employees are also offered great benefits, including medical, dental, vision, a 401 (k) retirement savings plan, holiday pay, vacation time, paid time off (PTO), short-term disability, life insurance, AD&D, free parking, and free meals. If this sounds like the right opportunity for you to dive deeper into the hospitality industry, consider applying to join our exceptional team today

ABOUT FISHER ISLAND CLUB HOTEL & RESORT

Accessible only by ferryboat or private yacht, our boutique property is comprised of a collection of just 15 graciously appointed historic and reimagined cottages, villas, and guesthouse suites that surround the now-iconic limestone and marble Vanderbilt Mansion mere steps from the beach, pool, spa, restaurants, and marina. Our private membership-only club boasts a beach club with one of the country's only genuinely secluded beaches, a 15-room all-suite luxury hotel, an award-winning championship golf course, 17 tennis courts, 4 pickleball courts, two deep-water marinas, a variety of casual and formal dining venues, a spa, a salon, a fitness center, the Vanderbilt Theater, an aviary with over a dozen exotic birds, and an observatory for stargazing. No other Miami resort or hotel offers the type of world-class luxury and 5-star level of service that we do.

It is the superior service and attention to detail that our staff provides to our residents, members, and hotel guests that distinguishes us from other private clubs. That's why we consider the health and well-being of our staff members to be one of our highest priorities. In addition to competitive wages, we are pleased to offer a variety of excellent benefits and career growth opportunities.

Summary

Administers and supports all business strategies. Supports the Vice President of Operations with other additional projects as needed.

Proactively communicates and collaborates with external and internal customers to coordinate information needs and operational requirements.   Engages simultaneously in multiple initiatives and will monitor the progress. Collaborates with all Operational Managers and Directors as necessary.

Duties and Responsibilities

• Maintain the confidentiality of the company's materials and information.
• Provide accurate verbal and written translation as and when needed in dealing with various situations with employees, members, vendors, and suppliers.
• Manages the Birchstreet Accounting function, Purchase Orders, and Invoices.
• Order supplies and maintain inventory of necessary office/operating supplies.
• Address guests and members service needs in a professional, positive, and timely manner.
• Answer telephones using appropriate etiquette, within 3 rings, with a smile in one's voice, using the name, transferring calls to appropriate person/department, and requesting permission before placing the caller on hold, taking, and relaying messages.
• Record-distribute Meeting Minutes for the Operations Team Meetings.   
• Attend scheduled meetings as needed.
• Prepare and review written documents, including proofreading and editing written information to ensure accuracy and completeness.
• Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.
• Maintain and organize in a professional manner, personal workspace, and shared department, spaces such as fax, copy and supply rooms.
• Coordinate departmental and management team meetings.
• Attend training classes to increase knowledge of software programs, company information, time management, or other skills as required.
• Assist with payroll management.
• Handle sensitive issues with employees, guests, and members with tact, respect, diplomacy, and confidentiality.
• Coordinate incoming and outgoing mail (including express services).
• Assist other departments wherever necessary and maintain good working relationships.
• Notifies appropriate individuals promptly and fully of problems and/or unusual matters of significance.
• Perform other job-related functions as assigned.

Minimum Qualifications

• High School Diploma or equivalent (GED) High School Diploma or equivalent and two years of direct experience in food and beverage and or hotel/resort operation. Experience in and knowledge of general aspects of hotel or Club operations.
• Must have a valid Driver's License
• Must be proficient with Windows, Microsoft Outlook, Word, Excel, and Publisher
• Maintain strict confidentiality on all matters.

Knowledge, skills, and abilities:  

• Excellent communication skills both oral and written.
• Commitment to delivering high levels of customer service.
• Excellent grooming standards
• Flexibility to respond to a range of different work situations.
• High level of attention to details
• Working knowledge of culinary, bar, and restaurant service practices, purchasing systems, records, and operational procedures. 
• Proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint. 
• Knowledge of or ability to learn POS systems.
• Excellent time management and organizational skills to monitor and maintain project milestones and progress. 
• Ability to organize and complete work in accordance with established timelines. 
• Ability to work well under pressure, handle multiple projects and shift priorities based on business demands. Interpersonal communication skills to work effectively with peers and superiors. 
• Verbal and written communication skills to interact professionally with a diverse group, of executives, managers, and subject matter experts. 
• Ability to communicate information tactfully. 
• Ability to maintain confidential proprietary company information.
• Experience communicating, training, and managing multi-lingual staff. 
• Instill a guest service "can-do" attitude in all employees. 

Attributes

• Positive attitude
• Proactive, Team Player, Problem Solver 
• Passionate about hospitality and customer service driven. 
• Must have a professional appearance and good hygiene. 
• Respect for all co-workers and guests. 
• Pride in your work by creating positive energy, excitement, and fun. 
• Demonstrate positive behavior, smiling, being polite and courteous. 
• Able to develop a camaraderie with team members.

Working Conditions

• Work is performed in an office environment; will require some outdoor activity.
• Ability to work under pressure and handle stress.
• Flexibility in working weekends, holidays and/or special events as needed.

Physical Demands:

• Must be able to reach, bend, stoop, stand, and lift up to 25 pounds. 
• Must be able to sit for prolonged periods of time.
• Must be able to stand for prolonged periods of time.

Equal employment opportunity

Drug free workplace