Administrative Assistant

Highgate; Carolina (PR); On-site; USD 17,000 - 30,000; Full time

Job summary

Highgate, a premier real estate investment and hospitality management company, is seeking an Administrative Assistant for its San Juan sales and marketing office. The role supports clerical tasks, prepares proposals and reports, and coordinates communications with clients and vendors.

The position requires 1–3 years in a similar role, strong organizational skills, and full bilingual capability, with occasional long hours. Employment is at the Embassy Suites San Juan property in Isla Verde.

Qualifications

• High school diploma or equivalent; advanced degrees preferred.
• 1–3 years in administrative or sales support, hospitality experience preferred.
• Strong organizational and multitasking abilities; excellent written and verbal communication.

Responsibilities

• Answer and route calls and emails promptly.
• Maintain filing systems for sales documents.
• Prepare contracts, proposals, and reports.
• Assist with marketing materials and presentations.
• Support sales managers with scheduling and client communications.
• Greet clients, guests and vendors professionally.
• Ensure smooth daily operations of the sales office.
• Stay updated on department software and tools.

Skills

Organizational skills

Multitasking

Communication skills

MS Office

Fully bilingual

Confidentiality

Hospitality experience

Education

High school diploma or equivalent

Associate or Bachelor’s degree preferred

Tools

Hilton OnQ

Delphi FDC

Job description

Compensation Type

Hourly

Highgate Hotels

Highgate is a premier real estate investment and hospitality management company widely recognized as an innovator in the industry. Highgate is the dominant player in U.S. gateway markets including New York, Boston, Miami, San Francisco and Honolulu, with a rapidly expanding presence in Europe, Latin America, and the Caribbean. Highgate’s portfolio of global properties represents an aggregate asset value exceeding $20B and generates over $5B in cumulative revenues. The company provides expert guidance through all stages of the hospitality property cycle, from planning and development through recapitalization or disposition. Highgate also has the creativity and bandwidth to develop bespoke hotel brands and utilizes industry-leading proprietary revenue management tools that identify and predict evolving market dynamics to drive out performance and maximize asset value. With an executive team consisting of some of the industry’s most experienced hotel management leaders, the company is a trusted partner for top ownership groups and major hotel brands. Highgate maintains corporate offices in London, New York, Dallas, and Seattle.

Location

Isla Verde Beach is two blocks away, and we've got a reserved area with chairs and umbrellas. Relax right here in our resort-style pool, featuring a waterfall and foliage. The airport is about five minutes away. Enjoy free cooked-to-order breakfast, and have a drink at our complimentary Evening Reception.

Overview

Embassy Suites San Juan Hotel & Casino is seeking a dynamic and personable individual to join the sales and marketing office team. The Administrative Assistant, is responsible for clerical, administrative, and other duties to assist in the smooth operation of the reporting department. He/she is also responsible for providing attentive, courteous and efficient service to all guests.

Responsibilities

• Answer and route phone calls and emails promptly and professionally.
• Open, sort, and distribute incoming mail and correspondence.
• Maintain organized filing systems for all sales-related documents.
• Prepare and type departmental letters, contracts, proposals, and reports.
• Assist with copying, scanning, mailing, and other clerical tasks.
• Maintain adequate inventory of office supplies and place orders as needed.
• Receive and distribute sales leads efficiently to appropriate managers.
• Prepare proposals, estimates, and contracts as directed.
• Maintain and update trace files and follow-up systems for sales activities.
• Support sales managers with scheduling, reports, and client communications.
• Greet clients, guests, and vendors in a courteous and professional manner.
• Provide attentive and efficient service to internal and external customers.
• Help prepare marketing materials and presentations for sales initiatives.
• Ensure smooth daily operations of the sales office.
• Manage mail check deposits
• Stay updated on relevant computer programs and technology tools used by the department.
• Attend meetings and training sessions as required by management

Qualifications

• Education: High school diploma or equivalent; Associate or Bachelor’s degree preferred.
• Experience: Minimum 1–3 years in administrative or sales support role, preferably in hospitality.
• Skills:
• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite and fully bilingual
• Ability to maintain confidentiality and handle sensitive information
• Maintain Highgate Hotel standards for appearance, attendance, safety, and confidentiality while demonstrating initiative and adaptability
• Prior experience with Hilton OnQ and Delphi FDC is preferred
• Flexible and long hours sometimes required.
• Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Perform other duties as requested by management.