Administrative Assistant (Maintenance dept) - Club Wyndham Panama City Beach

Travel + Leisure Co.; Emerald Beach (MO); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401k with employer match

Paid time off

Job summary

Travel + Leisure Co. is seeking an Administrative Assistant to perform clerical duties, manage calendars, answer phones, prepare presentations, arrange travel, and coordinate internal and off-site meetings. Proficiency with MS Office and data entry is required.

The role involves liaising with various teams, handling confidential information, and supporting site operations with occasional travel. A high school diploma or equivalent is required; an associate degree is preferred and one year of

Qualifications

• High School Diploma or equivalent; Associate's degree preferred.
• Excellent communications and organizational skills; able to multitask.
• Minimum 1 year of related administrative experience; hospitality experience desirable.

Responsibilities

• Provides general administrative support to Site Director including all forms of correspondence & communication, phone, calendar scheduling & maintenance, travel arrangements, meeting and presentation materials, special projects, etc.
• Liaises regularly with other operations teammates and business functions to augment administrative responsibilities & directives on behalf of Site Director.
• Compiles, develops & analyzes information for inclusion in reports, presentation materials, charts, graphs, tables, etc.; maintains department staffing information including job descriptions, organizational charts, scheduling of performance reviews; assists in budget preparation and control activities.
• Serves as liaison with others within and outside the company regarding administrative issues related to all department functions, including careful handling of owner complaints and sensitive/confidential issues.

Skills

Communications

Org & multitasking

Adaptability

Education

High School Diploma

Tools

MS Exchange

Outlook

Office Suite

Word

Excel

SharePoint

PowerPoint

Job description

Job Summary

Performs clerical duties including correspondence, scheduling, calendar maintenance, answering phones, screening calls, taking messages. Develops and prepares presentation materials, sets up and maintains files, makes appointments and travel arrangements, schedules and coordinates internal and off-site meetings. Uses computer skills to enter and maintain data, coordinates activities related to department functions. Assists the organization with Site Recognition Activities. Point of contact for site Charity Drives as well as facilities to ensure repairs and FM requests are filled.

Essential Job Responsibilities

• Provides general administrative support to Site Director including all forms of correspondence & communication, phone, calendar scheduling & maintenance, travel arrangements, meeting and presentation materials, special projects, etc. (50% time)
• Liaises regularly with other operations teammates and business functions to augment administrative responsibilities & directives on behalf of Site Director (30% time)
• Compiles, develops & analyzes information for inclusion in reports, presentation materials, charts, graphs, tables, etc. Maintains department staffing information including job descriptions, organizational charts, scheduling of performance reviews; Assists in budget preparation and control activities, administers programs, projects and/or processes specific to the department and business unit. (10% time)
• Serves as liaison with others within and outside the company regarding administrative issues related to all department functions, including careful handling of owner complaints and sensitive/confidential issues. Responsible for equipment inventory and disposal. (10% time)

Travel Requirements

Minimal domestic travel to work with business partners, educational and industry/ technology conferences

Minimum Requirements and Qualifications

Education High School Diploma or equivalent. Associate's degree preferred.

Knowledge and Skills Excellent communications skills, including verbal and written required. High level of organizational and multi-project tasking skills required Ability to respond to rapidly changing conditions with agility and imagination, capitalizing on opportunities

Technical Skills

• MS Exchange, Outlook, Office Suite, Word, Excel, SharePoint, PowerPoint

Job Experience

1 years of related administrative experience; hospitality services industry experience desirable. Experience equivalent to the education requirement may be accepted in lieu of the education requirement.

Complexity

Level of decision making authority: Ability to make timely decisions based on a knowledge and understanding of organizational and department goals and objectives. Level of autonomy: Ability to perform job responsibilities to advance the goals of business partners with a moderate degree of autonomy with the direction and guidance from supervisor. Impact of incumbent's decisions on the organization: Given the responsibilities of this position there is moderate impact to the company’s success. Review department expenditures relative to budgeting processes, track expenses and correct G/L code application, provide requested information accurately & efficiently to business partners, assist owners with complaint & problem resolution by handling inquiries efficiently and effectively, directing to appropriate departments for handling, monitor and distribute internal & , external inquiries from general company email boxes. Supervisory Responsibility: Does not supervise Scope/Financial Responsibility: Given the responsibilities of this position there is moderate impact to the company’s bottom line success.

Administrative functions

New vendor set up, invoice processing for timely payment (consultants, publications, etc.), PCard weekly reconciliation, AMEX and travel & expense reconciliation, booking expenditures to correct G/L budget coding, monitoring departmental budget expenses, maintaining membership dues for industry associations, maintaining publications subscriptions library, managing development course & seminar expenditures for dept. management staff.

How You'll Be Rewarded

• Medical
• Dental
• Vision
• Flexible spending accounts
• Life and accident coverage
• Disability Depending on position, paid time off, parental leave and holidays (speak to your recruiter for additional information)
• Wish day paid time to volunteer at an approved organization of your choice
• 401k with employer match (subject to eligibility requirements, including tenure - speak to your recruiter for additional information)
• Legal and identify theft plan
• Voluntary income protection benefits
• Wellness program (subject to provider availability)
• Employee Assistance Program

Company culture

Where Memories Start with You Hospitality is at the heart of all we do at Travel + Leisure Co. Here, you’ll find an inclusive environment where we deliver excellence and take time to have fun, celebrate together, and support one another. We're always looking ahead to what’s next and how we can strengthen our business, its neighboring communities, and the customer experience. Join our global team and build a career where memories start with you.

We are an equal opportunity employer, and all applications will be considered for employment without attention to their membership in any protected class.

Travel + Leisure Co. is the world’s leading membership and leisure travel company offering vacation ownership, travel membership, and exchange programs. We provide outstanding vacation experiences and travel inspiration to millions of owners, members, and subscribers every year. We believe that all vacation moments start with our associates, and we’re proud of our global teams that turn vacation inspiration into exceptional travel experiences.