What are the responsibilities and job description for the Administrative Assistant (Maintenance Department) position at Hilton Grand Vacations?
HGV Now Offers Day One Team Member Benefits!
What Will I be Doing?
The Admin Assistant within the Maintenance Department, you will support all business functions for department. Ensure and deliver strong procedures, ensure high internal customer satisfaction. Deliver and execute all business needs to support the Maintenance department in a timely manner. Manage business relationships with managers, internal departments, and team members.
The Admin Assistant at Falls Village Resort is responsible for driving company success through performing the following tasks to the highest standards:
- Works with department leadership to meet deadlines and supports the overall business operation for the Maintenance Department to support budget and business needs.
- Support leadership team by ensuring all calendars, meetings, rosters, phone lists, and all other department related tracking is accurate and up to date.
- Ensure compliance with performance management regarding attendance, missed punches, sales volume and other performance management metric and ensure team members turn in their forms in a timely manner to meet payroll deadlines.
- Work with trainer and managers to schedule all ongoing training for new hires, new hire system set up, and ensure new hires have all onboarding set up completed.
- Assist in ensuring all personnel changes (resignations, terminations, position changes) are completed and updated in Oracle
- Order office supplies and keep track of inventory.
- Process monthly expense reports for leaders.
- Update TV monitors with stats and recognition daily.
- Capture minutes of meetings for leadership.
- Assist with sales recognition initiatives.
- Plan events committee for sales team for monthly and quarterly recognitions.
- Act as public relations liaison with customers, contracts, and management.
- Generate and process accurate reports for management as needed.
- Write and distribute memos for management including keeping department P/P updated
- Monitor and evaluate customer service results, and open lines of communication between Sales and Marketing to support overall department performance.
- Adhere to the cultural and service agreements.
- Support overall procedures for Maintenance Department to ensure consistency and compliance.
- Partner with any other areas to ensure any system issues are reported and resolved that impact Direct Sales functionality.
- Carry out any other reasonable requests by management of which the associate is capable of performing
Our dedication to excellence is recognized and celebrated by some outstanding accolades, including being named to Newsweek's Top 100 Most Loved Workplaces® list consecutively in 2021 and 2022, awarded two sought-after Stevie® Awards in The 20th Annual American Business Awards® including a Gold Stevie for Company of the Year – Hospitality and Leisure and a Silver Stevie Award for Achievement in Growth, being named a top company in Travel & Hospitality by LinkedIn on its 2022 Top Companies Industry Edition list, ranking first in the hotel and travel industry on Dave Thomas Foundation’s “Best Adoption-Friendly Workplaces” list and becoming a Great Place to Work® certified company in 2022.
We offer an excellent benefit package to our full-time Team Members that include Day One medical, dental and vision insurance, 401K plan, Paid Time Off (PTO) program and extraordinary travel benefits!
What Are We Looking For:
Hilton Grand Vacations is a leader in the vacation ownership industry, operating with an unwavering dedication to innovation, quality, and continued growth. At the core of our company’s success are our Team Members. To fulfill this role successfully, you possess the following minimum qualifications and experience:
- Experience within hotel/resort maintenance
- Demonstrated experience with Microsoft Office
- Demonstrated experience with composing internal and external correspondence with excellent spelling, grammatical, and formatting skills.
- Ability to perform basic math calculations (i.e. addition, subtractions, division, percentages, proration, etc.)
- Excellent interpersonal communication skills essential.
- Flexibility in work schedule and ability to handle multiple tasks necessary.
- Must be accurate and detail oriented.
- Excellent verbal and written communication skills
- Must be able to meet and deal with people from all walks of life with ease and diplomacy.
- Excellent customer service skills.
- Maintain an upbeat and positive demeanor at all times
We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform crucial job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.