Administrative Assistant

Position Summary

We are seeking a dependable, organized, and proactive Administrative Assistant to support the owner and management team with hotel operations, administrative responsibilities, and day-to-day business tasks.

This position requires someone who can manage multiple priorities, communicate professionally, follow up on assignments, and handle sensitive company information with discretion. The ideal candidate is resourceful, detail-oriented, comfortable working independently, and willing to assist with occasional local errands or property visits.

Primary Responsibilities Administrative Support

• Manage emails, phone calls, correspondence, and follow-up items.
• Maintain calendars, appointments, meetings, and reminders.
• Prepare letters, reports, spreadsheets, notices, forms, and other business documents.
• Organize digital and physical files, contracts, invoices, employee records, and property documents.
• Track deadlines, renewals, inspections, licenses, permits, and other important dates.
• Assist with data entry, recordkeeping, scanning, copying, and document distribution.
• Maintain confidentiality regarding company, employee, guest, financial, and legal matters.

Hotel Operations Support

• Communicate with hotel managers regarding daily operations, staffing, maintenance, guest concerns, and property needs.
• Follow up with managers and vendors to confirm that assigned projects and tasks are completed.
• Assist with reviewing hotel reports, occupancy information, rates, expenses, invoices, and operational updates.
• Help coordinate maintenance projects, repairs, renovations, inspections, and vendor appointments.
• Request quotes, compare pricing, place approved orders, and track deliveries.
• Assist with employee onboarding paperwork, schedules, policy acknowledgments, and other administrative HR tasks.
• Help prepare operational notices, employee communications, training materials, and property checklists.
• Contact hotels regularly to gather updates and report unresolved issues to ownership.
• Assist with responding to guest complaints, online reviews, chargebacks, and reservation concerns as directed.
• Support sales outreach, group reservations, local account development, and hotel marketing projects when needed.

Errands and General Assistance

• Complete local business errands, including picking up supplies, delivering documents, visiting properties, making deposits, or meeting vendors.
• Purchase approved office, maintenance, or hotel supplies.
• Assist with company-related appointments, deliveries, and other day-to-day tasks.
• Travel between hotel properties or business locations when necessary.
• Handle additional administrative and operational assignments as directed by ownership.

Qualifications

• Previous experience as an administrative assistant, office assistant, executive assistant, hotel employee, or similar role is preferred.
• Strong organizational and time-management skills.
• Ability to manage multiple assignments and follow through without frequent reminders.
• Professional written and verbal communication skills.
• Strong attention to detail and accuracy.
• Comfortable using email, Microsoft Word, Excel, Google Workspace, and online business systems.
• Ability to learn hotel systems, reporting platforms, and company procedures.
• Ability to handle confidential information responsibly.
• Strong problem-solving skills and a willingness to take initiative.
• Flexible and willing to assist with a variety of administrative and operational responsibilities.

Transportation Requirements

• Valid driver’s license and reliable transportation.
• Ability to travel locally for property visits, deliveries, purchasing, and company errands.
• Approved business mileage will be reimbursed according to company policy.

Preferred Skills

• Experience in hotel operations, property management, hospitality, or a multi-location business.
• Experience working with vendors, invoices, payroll records, employee documentation, or maintenance projects.
• Bilingual English and Spanish is a plus.
• Familiarity with hotel property-management systems, online travel agencies, guest review platforms, or accounting software is helpful.

Physical and Work Requirements

• Ability to sit and work on a computer for extended periods.
• Ability to drive locally and visit hotel properties.
• Ability to occasionally lift or carry office or hotel supplies weighing up to approximately 25 pounds.
• Availability to respond to occasional time-sensitive operational matters during scheduled working hours.

Ideal Candidate

The ideal candidate is dependable, honest, responsive, and willing to take ownership of assigned tasks. This person should be comfortable working in a fast-paced environment where priorities may change and should be able to identify problems, communicate them promptly, and help coordinate solutions.

This job description is intended to describe the general nature of the position. Responsibilities may be modified or expanded based on the operational needs of the company.

Job Type: Full-time

Pay: From $21.00 per hour

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person

Salary : $21