Hotel Administrative Assistant FT

Reports to:

Hotel Operations Manager

Job Summary:

The Hotel Administrative Assistant supports the daily administrative functions of the hotel. Responsible for performing various administrative and clerical duties; billing, purchase requests, file maintenance, and inventory handling. Demonstrates professionalism, maintain confidentiality, and uphold a polished and courteous demeanor when interacting with both internal teams and external contacts.

Essential Functions:

• Ensure compliance with the applicable Tribal, Federal and other laws, gaming regulations, and Kickapoo Lucky Eagle policies and procedures.
• Ensure the highest possible standards of guest services by properly listening and responding to guest and team member concerns and questions.
• Provide administrative and clerical support to the Hotel Operations Manager and the Hotel Department.
• Manage information, files, communication, financial records, office supplies, office calendar, clerical duties, and time sheets approval (as backup to management).
• Manage the entire procurement cycle, from issuing purchase orders, to receiving ordered items, processing invoices, and payments.
• Maintain hard copy and electronic filing system.
• Perform office duties such as typing, flow of correspondence, filing, requisition of supplies, faxing, etc.
• Facilitate communication in form of memos and disseminate information to appropriate team members.
• Maintain office systems and database, which includes shared files, while adhering to confidentiality policy.
• Ability to understand, analyze and; document financial budgets and monitor departmental expenses on a monthly basis.
• Attends, and satisfactorily completes all required training as assigned and required.
• Assists in preparation of graphs or spreadsheets pertaining to analysis when requested.
• Assist with scheduling and conducting training classes as needed.
• Provide assistance as needed with research on products, services, or office supplies.
• Maintain familiarity with Human Resources policies and processes in order to assist with personnel issues.
• Monitor and conduct inventory for various Hotel departments and retail spaces on a monthly basis or as instructed, ensuring accuracy, completeness in records, and supplies are ordered and maintain at appropriate levels.
• Assist with the review of administrative procedures and development of systems to assure compliance by all team members.
• Keep work areas clean and orderly at all times.
• Demonstrate and promote KLECH core values.
• Manage and maintain security of confidential information entrusted to position.
• Attend and satisfactorily complete all required training as assigned.
• Monitor compliance with Federal SAR as needed.
• The essential functions listed above are not an all-inclusive list but rather a general representation of the duties and responsibilities pertinent to this position. The duties and responsibilities will be subject to change based on organizational needs and/or deemed necessary by the Hotel Operations Manager.
• Perform other duties as assigned.

Minimum Requirements to Qualifications:

• Must have High School diploma or GED.
• Minimum three (3) years of office administrative experience with proven results in meeting the demands of a busy, multi-tasking environment; or a combination of administrative and supervisory experience.
• Demonstrated experience managing multiple tasks, prioritizing work, and maintaining attention to detail.
• Strong interpersonal skills to interact effectively with internal and external guests, vendors, and Team Members.
• Strong communication skills in English both written and oral. Spanish or other language skills a plus.
• Advanced knowledge of PC Software including Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and Microsoft Outlook required, including the ability to prepare complex excel spreadsheets.

Other Criteria:

Qualified Kickapoo Traditional Tribe of Texas Members and qualified Native American preference is observed.

Skills and Abilities:

• Ability to work independently with minimal supervision.
• Ability to maintain effective relationships with all team members.
• Ability to work under pressure in a fast paced environment.
• Ability to meet multiple deadlines and multi-task.
• Ability to have strong critical thinking, analytical, and guest service skills.
• Must be able to use office equipment with strong skills in MS Word and MS Excel.
• Must possess a positive attitude with strong organizational and leadership qualities.
• Ability to add, subtract, multiply, and divide in all units of measure.
• Ability to define problems, collect data, establish facts, and draw conclusions.
• Ability to understand complex instructions and material.
• Excellent communication skills, both written and verbal.
• Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds, and with team members of all levels.
• Ability to work effectively with individuals and demonstrate leadership and team building skills with empathy and enthusiasm.
• Ability to learn and effectively use various computer programs and handle multiple tasks and job duties simultaneously.
• Ability to maintain strict confidentiality.
• Ability to follow and comply with established Casino guest service programs.
• Ability to maintain a consistently professional presence and behavior.

Physical Demands:

• While performing the duties of this position, the team member is regularly required to stand, sit, walk, push, pull, bend for extended periods; reach with hands and arms; talk and listen on a regular basis.
• The team member must be able to concentrate for prolonged periods.
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and depth perception.
• The team member must be able to communicate effectively in person or using telecommunications equipment.
• The team member must have the hand-eye coordination and manual dexterity to operate a keyboard, touch-screen display, telephone, and calculator.
• Frequently lift and/or move up to 30 lbs.

Work Environment:

• Normal office setting and casino floor.
• Frequent walking and standing, and frequent contact with the general public.
• May be exposed to cigarette smoke.
• Temperature controlled environment with varying noise levels. May be exposed to high levels of noise throughout the day.
• Extended hours and irregular shifts may be required including nights, weekends and holidays.
• Must be able to perform under pressure and work long hours under stressful conditions.
• May be exposed to the risks associated in attempting to resolve issues with difficult guests and team members.
• May be exposed to various types of lighting including, but not limited to: artificial fluorescent lights, flashing lights, strobe lights, multiple colored lights, etc.

Travel may be required to perform one or more essential functions of this position