Administrative Assistant

Westgate Resorts; Orlando (FL); On-site; USD 15,000 - 26,000; Full time

Benefits offered by this job

Health benefits

Paid Time Off

Paid Holidays

401(k)

Daily Pay

Growth opportunities

Employee discount program

Job summary

Westgate Resorts in Orlando, FL is seeking an Administrative Assistant to provide essential administrative and operational support across Engineering, F&B, Housekeeping, Security, and Front Desk teams. The role requires strong organization, discretion with confidential information, and the ability to manage multiple priorities during morning shifts.

You will handle work orders, purchasing, invoices, reports, and communications, while delivering professional support to department leaders and team

Qualifications

• Previous administrative, office coordination, or related experience preferred.
• Strong proficiency in Microsoft Office, particularly Excel, including formulas, Word, Outlook, and SharePoint.
• Experience with data entry, checkbook reconciliation, invoice tracking, purchasing, and maintaining accurate records.
• Familiarity with Fusion, RPM, and HotSOS preferred, including entering work orders and service tickets.
• Strong organizational and time-management skills with excellent attention to detail.
• Ability to communicate professionally by phone, email, and in person.
• Ability to handle confidential information and exercise sound judgment.
• Ability to manage multiple tasks, projects, and deadlines in a fast-paced environment.
• Strong problem-solving skills and the ability to work independently while supporting multiple departments.

Responsibilities

• Provide daily administrative support to Engineering, F&B, Housekeeping, Security, and Front Desk operations.
• Create, assign, track, and follow up on Engineering work orders and service requests using HotSOS and other systems.
• Process purchasing orders and assist with receiving, inventory, and purchasing activities through Fusion.
• Monitor and follow up on invoices from multiple departments to help ensure accurate and timely processing.
• Prepare reports, spreadsheets, correspondence, presentations, forms, and other administrative documents.
• Maintain accurate records, filing systems, contact lists, and departmental documentation.
• Assist with data entry, expense tracking, checkbook reconciliation, and administrative reporting.
• Answer and direct phone calls, respond to emails, and provide professional support to Team Members, managers, and visitors.
• Schedule meetings, appointments, conference calls, and other departmental activities.
• Greet and assist visitors while maintaining a professional and welcoming office environment.
• Coordinate office equipment repairs, supply orders, and general office needs.
• Handle confidential and sensitive information with professionalism and discretion.
• Take accurate meeting notes and prepare minutes, correspondence, and communications as needed.
• Assist with travel arrangements, presentations, and other administrative projects.
• Manage multiple projects and priorities while meeting deadlines and maintaining accuracy.
• Perform additional administrative duties as assigned to support resort operations

Skills

Office software

Excel formulas

Time management

Communication

Data entry

Multi-tasking

Confidentiality

Team support

Tools

Fusion

RPM

HotSOS

Job description

Company Description

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Morning shift

Conveniently located just off world-famous International Drive in Orlando, Florida, the dual-tower Westgate Palace Resort offers you the ideal opportunity to meet and engage with guests from around the world who arrive to experience Central Florida’s world-famous theme parks and attractions. Enjoy the surroundings and excitement that our world-class resort offers as a member of the Westgate Palace team. As part of Westgate Resorts, recognized by U.S. News & World Report as one of the Best Companies to Work For, you'll join a team committed to excellence, creating unforgettable vacation experiences, and supporting your career growth at 60+ resorts across the company.

Job Description

As an Administrative Assistant, you will provide essential administrative and operational support to the resort's Engineering, Food & Beverage, Housekeeping, Security, and Front Desk departments. This role is ideal for someone who is highly organized, detail-oriented, and comfortable managing multiple priorities while handling confidential information and time-sensitive tasks.

You will help keep daily operations running smoothly by coordinating work orders, purchasing, invoices, reports, communications, and office procedures while providing professional support to department leaders and Team Members.

In this role, you demonstrate Westgate's core values of Passion, Integrity, and Work Ethic in every interaction.

What You'll Do as an Administrative Assistant:

• Provide daily administrative support to Engineering, F&B, Housekeeping, Security, and Front Desk operations.
• Create, assign, track, and follow up on Engineering work orders and service requests using HotSOS and other systems.
• Process purchasing orders and assist with receiving, inventory, and purchasing activities through Fusion.
• Monitor and follow up on invoices from multiple departments to help ensure accurate and timely processing.
• Prepare reports, spreadsheets, correspondence, presentations, forms, and other administrative documents.
• Maintain accurate records, filing systems, contact lists, and departmental documentation.
• Assist with data entry, expense tracking, checkbook reconciliation, and administrative reporting.
• Answer and direct phone calls, respond to emails, and provide professional support to Team Members, managers, and visitors.
• Schedule meetings, appointments, conference calls, and other departmental activities.
• Greet and assist visitors while maintaining a professional and welcoming office environment.
• Coordinate office equipment repairs, supply orders, and general office needs.
• Handle confidential and sensitive information with professionalism and discretion.
• Take accurate meeting notes and prepare minutes, correspondence, and communications as needed.
• Assist with travel arrangements, presentations, and other administrative projects.
• Manage multiple projects and priorities while meeting deadlines and maintaining accuracy.
• Perform additional administrative duties as assigned to support resort operations

Qualifications

What You Will Bring as an Administrative Assistant:

• Previous administrative, office coordination, or related experience preferred.
• Strong proficiency in Microsoft Office, particularly Excel, including formulas, Word, Outlook, and SharePoint.
• Experience with data entry, checkbook reconciliation, invoice tracking, purchasing, and maintaining accurate records.
• Familiarity with Fusion, RPM, and HotSOS preferred, including entering work orders and service tickets.
• Strong organizational and time-management skills with excellent attention to detail.
• Ability to communicate professionally by phone, email, and in person.
• Ability to handle confidential information and exercise sound judgment.
• Ability to manage multiple tasks, projects, and deadlines in a fast-paced environment.
• Strong problem-solving skills and the ability to work independently while supporting multiple departments.

Requirements:

• Must be available to work a morning shift, including weekends and holidays as business needs require.
• Ability to sit, stand, walk, bend, and perform routine office activities throughout the workday.
• Ability to use computers, phones, office equipment, and other technology for extended periods.
• Must uphold Westgate Resorts' standards of professionalism, safety, integrity, confidentiality, and exceptional guest service.

Additional Information

Why Westgate?

• Comprehensive Health Benefits – Medical, Dental, and Vision Coverage
• Paid Time Off – Vacation, Sick, and Personal Time to Recharge
• Paid Holidays
• 401(k) with Generous Company Match to Support Your Future
• Daily Pay – AccessYour Earnings When You Need Them
• Family-Focused Benefits – Pregnancy, Parental Leave, and Adoption Assistance
• Wellness Programs to Support Your Well-Being
• Flexible Spending Accounts(FSA)
• Tuition Assistance to Help You Grow Your Career
• Military Leave
• Employee Assistance Program (EAP) – Support When You Need It Most
• Life, Disability, Accident, Critical Illness, and Hospital Insurance
• Pet Insurance for Your Furry Family Members
• Loyalty Program – Exclusive Discounts on Hotels, Cruises, Resorts, Restaurants, Entertainment, and More
• Low-Cost Gym Membership
• David A. Siegel Legacy Scholarship – One scholarship of up to $40,000 is awarded each year to one eligible dependent of a current Team Member.
• Career Growth and Advancement Opportunities
• Community Involvement – Give Back and Make an Impact

Westgate Resorts is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status or any other protected status under federal, state or local law. If you have a disability and believe you need a reasonable accommodation in order to complete your application or any part of the recruiting process, please email [e-mail] with the job title and the location of the position for which you are applying. This job posting is intended to provide a general overview of the position and may not include every responsibility, duty, or qualification required. Duties, responsibilities, and activities may change at any time with or without notice.