Housekeeping Administrative Assistant

Scope of Position

The Housekeeping Administrative Assistant will coordinate all administrative and clerical functions of the housekeeping department while maintaining close communication with all other departments to ensure adherence to company policies and procedures. He/she will maintain departmental records, assist with scheduling and payroll processing, manage inventory and purchasing functions, process invoices, and support daily housekeeping operations while ensuring confidentiality, accuracy, and efficiency in all administrative tasks.

Position Requirements

• Professional demeanor appropriate for a luxury environment.
• Minimum 1 year of administrative or office coordinator experience in a hotel or equivalent environment preferred.
• Able to communicate clearly with guests, team members, managers, and housekeeping staff.
• Able to handle a multitude of tasks in an intense, ever-changing environment.
• Strong organizational and time management skills.
• Effective at listening to, understanding, clarifying, and responding to operational concerns and requests.
• Excellent typing and computer skills required.
• Experience with scheduling, payroll systems, and inventory management preferred.

Responsibilities

• Approach all encounters with guests and employees in a professional, service-oriented manner.
• Create and post the weekly schedule for the Housekeeping team.
• Input and maintain weekly schedules in the systems.
• Complete daily time edits for housekeeping positions and contract labor staff in payroll software.
• Print, review, and process invoices received from vendors, including contract labor invoices.
• Conduct inventory of housekeeping supplies to maintain established par levels.
• Order housekeeping supplies on a weekly and monthly basis as needed.
• Maintain accurate departmental records, files, and reports.
• Assist management with payroll-related documentation and administrative support.
• Communicate operational updates and supply needs with management and other departments as necessary.
• Provide administrative support to the housekeeping management team.
• Inspect restrooms and public spaces to ensure cleanliness standards are maintained.
• Ensure all assigned administrative duties are completed accurately and within designated timeframes.
• Perform any other reasonable duties as required by management.

Education

• High school diploma or GED

Skills and Abilities

• Ability to communicate in the English language. Second language is a plus.
• Ability to work flexible schedules including holidays and weekends and able to perform multiple tasks.
• Experience using software programs such as Microsoft Office (Word, Excel, and Outlook).
• Excellent typing and organizational skills required.

Physical Requirements

• Able to work in a fast paced environment.
• Must be physically fit in order to lift, pull and push items up to 50 pounds.
• Also requires standing/walking/reaching and bending throughout shift.