WE PREPARE, INSPIRE, EMPOWER, ENTRUST IN YOU! JOIN OUR DREAM MAKER CULTURE ©

We are committed to invest in our people to develop a happy and prosperous future. We support you every step of the way in your career journey and offer benefits and unique learning and development opportunities that include:

Competitive Wages • Medical, Dental, Vision Insurance • Life Insurance • 401K Program • Paid Holidays and Vacation • Outstanding Recognition and Awards Program • Effective Training Programs • Tuition Reimbursement • Complimentary Parking and Meals in Dedicated Employee Restaurant • Preferred Pricing on Food and Beverage, Spa Treatments and Retail Purchases • Management Programs to Progress on Your Career Journey • Health and Wellness Fairs

JOB OVERVIEW:

Provide administrative support for the People & Culture Department, including, typing, computer input, filing, tracing, answering telephones, printing reports, maintaining employee files and departmental records/logs.

REPORTS TO: Reports to the People & Culture Manager / VP of People & Culture

SUPERVISES:        

WORK ENVIRONMENT:

Human Resource offices.

Job involves working:

• under variable temperature conditions (or extreme heat or cold).
• under variable noise levels.
• outdoors/indoors.
• around fumes and/or odor hazards.
• around dust and/or mite hazards.
• around chemicals.
• perform job functions with attention to detail, speed and accuracy.
• prioritize and organize.
• be a clear thinker, remaining calm and resolving problems using good judgement.
• follow directions thoroughly.
• understand guest’s and resident service needs.
• work cohesively with co-workers as part of a team.
• work with minimal supervision.
• maintain confidentiality of guest and resident information and pertinent resort data.

KEY RELATIONSHIPS:

Internal:                     People & Culture Staff, Executive Committee Members, all resort staff.

External:                    Resort guests/visitors, Resident guest/visitors, ARMHR rep, Partners Members, career, education and civic organizations, media, job applicants, trade associations, other hotel/resorts, vendors, corporate office personnel, ARMHR representatives, Boucher Brothers, Reimagined Parking, KeuH, Acquamarine, Il Mulino NY.

QUALIFICATIONS

Essential:

• High school graduate.
• 2 year administrative assistant experience.
• Compute accurate mathematical calculations.
• Fluency in English.  Strong command of written, verbal, and non-verbal communication.
• Ability to:

Desirable:

• College degree.
• Certification of previous training in computers.
• Experience with computers, copiers, fax machines, calculators
• Fluency in a foreign language, preferably Spanish.
• Previous guest relations training.
• Previous experience in hospitality industry, preferably a 5 star hotel/resort.
• Familiarity with preparing statistical reports.

PHYSICAL ABILITIES

Essential:

1. 1. Exert physical effort in transporting 10 pounds to 20 pounds.
2. 2. Endure various physical movements throughout the work areas.
3. 3. Reach 12 inches.
4. 4. Remain in stationary position for 60 minutes throughout work shift.
5. 5. Satisfactorily communicate with guests, management and co-workers to their understanding.

ESSENTIAL JOB FUNCTIONS

• Maintain complete knowledge of and comply with all departmental policies/service procedures/standards.
• Maintain complete knowledge of correct maintenance and use of equipment.  Use equipment only as intended.
• Anticipate guests’ needs, respond promptly and acknowledge all guests, however busy and whatever time of day.
• Maintain positive guest relations at all times.
• Monitor and maintain cleanliness, sanitation and organization of assigned work areas.          
• Maintain knowledge of all resort services/features and hours of operation.
• Access all functions of computer.
• Set up work station with necessary supplies and resource materials.
• Complete supply requisitions and submits to Director/VP; stock office supplies upon receipt.
• Answer telephone.
• Greet all individuals arriving at office and assist with their needs.
• Document and maintain HR calendar.
• Arrange meeting room requirements as requested by the People & Culture Leadership.
• Make telephone calls to specified individuals as requested by the People & Culture Leadership.
• Maintain accurate trace files and communicate daily traces to VP of People & Culture.
• Maintain filing procedures – for all areas of HR.
• Retrieve and distribute departmental mail in a daily matter.
• Process requests for overnight mail and other delivery/messenger services.
• Prepare and send faxes; receive and distribute faxes to appropriate personnel.
• Make photocopies.
• Type correspondence, memos and reports.
• Attend designated meetings, take minutes, and distribute.
• Create name tags and IDs. Charged and enter amounts in SMS if eligible.
• Process employee requests such as: Acquadollar program, Friends and Family discount, permission to stay on property request, etc.
• Complete Pre-Employment References.
• Maintain departmental SOP Matrix
• Maintain all bulletin boards with new weekly opening, benefits information, new pictures, WOW stories etc.
• Coordinate floral requests with authorized suppliers.
• Assist People & Culture leadership to organize all employee activities such as, Employee Picnic, Halloween event, Holiday Celebration, etc.
• Create and distribute weekly newsletter.
• Prepare work orders for maintenance repairs and distribute to Engineering.  Monitor completion of work orders submitted.
• Complete Employment Verifications.
• Review status of incomplete work and follow up actions with People & Culture Manager.
• Assist HR department with team member of the month celebration – create presentations, certificates, and collect petty cash, etc...
• Assist employees with benefits questions or concerns by contacting ADP TotalSource.
• Inspect grooming and attire of staff; rectify any deficiencies with Department Managers.
• Audit Employee files twice a year – ensure job descriptions for all positions are current and signed.
• Annual reviews need to have an updated job description attached.
• Secure and coordinate non-cost benefits for employees (i.e., movie tickets, discounts, credit union).
• Complete filing of work permits.  Maintain and audit I-9 binders.
• Create birthday and anniversary cards including newsletters and posters. (order cards when needed)
• Create BEOs for designated meetings and/or events.
• Complete a locker audit twice a year.

1. Maintain and update employee's personal files and Benefits file.

1. Maintain working knowledge of all benefits policies, procedures, and programs including group health insurance, LTD, STD, FMLA, and COBRA.