Administrative Assistant – New Orleans Resort

Holiday Inn Club Vacations Incorporated; New Orleans (LA); On-site; USD 38,000 - 56,000; Full time

Benefits offered by this job

401K matching

Growth opportunities

Medical/Dental/Vision benefits

Employee Assistance Program

Paid Time Off

Travel discounts & vacations (ClubGo)

Tuition reimbursement

Outstanding company culture

Job summary

Holiday Inn Club Vacations Incorporated is seeking an administrative professional in New Orleans to support the General Manager and Front Desk. The role handles procurement, AR/AP, reporting, and vendor coordination while ensuring smooth guest experiences and cross-department collaboration.

The ideal candidate has prior administrative service, solid MS Office skills, and a customer-focused approach in a hospitality setting.

Qualifications

• Previous administrative experience required.
• Customer Service and/or hospitality experience a plus.
• Must be at least 18 years of age.
• High degree of confidentiality.
• Strong verbal and written communication skills.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Excellent customer service skills.
• Ability to work in a fast-paced environment.

Responsibilities

• Procurement, and AR/AP. Also responsible for creating, compiling, updating/distributing various weekly and monthly reports.
• Assists in preparing RFPs, PAFs, PowerPoint presentations, and spreadsheets. Monitors expenditures, tracks orders, and payments.
• Product sourcing with vendors.
• Schedules meetings, coordinates department events, schedules vendors and inspections, takes meeting notes.
• Monitor/maintain company compliances and Team Member trainings.
• Monitor/maintain inventory of supplies, equipment, uniforms.
• Assist with cash handling.
• End of Month Reconciliations.
• Support Front Desk team to ensure positive guest experience from check-in to check-out, coordinating with Housekeeping, Maintenance, and Custodial teams.
• Support invoice processing for Maintenance and Common Areas, prepare/edit purchase orders, and ensure documentation is in order.
• Ensure inventory levels are maintained and reordered per policy.
• Receive and store deliveries and distribute to departments.
• Maintain records and paperwork accurately and timely.

Skills

Organizational skills

Communication skills

Microsoft Office

Tools

Microsoft Office

Job description

COMPANY BENEFITS:

• Matching 401K


• Growth & Developmental Opportunities


• Comprehensive Medical, Dental & Vision Benefits


• EAP — Employee Assistance Program


• PTO – Paid Time Off


• Travel Benefits, Discounts & FREE Vacations through our ClubGo Program


• Tuition Reimbursement & Continuing Education Courses


• Outstanding Company Culture

Shift: Monday- Friday 8:30AM-5PM with some flexibility based on business needs. POSITION DESCRIPTION: This position will be responsible for providing support to the General Manager and Front Desk. This person must be knowledgeable and diplomatic in their dealings with other departments, vendors, owners and guests. This position will also serve as the front of the house liaison and assist at the Front Desk as needed.

ESSENTIAL DUTIES AND TASKS:

• Procurement, and AR/AP. Also responsible for creating, compiling, updating/distributing various weekly and monthly reports.


• Assists in preparing RFP’s, PAF’s, PowerPoint presentations, and spreadsheets. Monitor’s expenditures, tracks orders, and payments


• Product sourcing with vendors


• Schedules meetings, assist with coordinating department events, schedule vendors and inspections, as well as take meeting notes.


• Monitor/maintain company compliances and Team Member trainings.


• Monitor/maintain inventory of supplies, equipment, uniforms.


• Assist with cash handling


• End of Month Reconciliations


• Will support the Front Desk team in providing a positive guest experience from check-in through check-out. Assists with room changes, inventory updates, folio adjustments, and key issuance as needed while following procedures that support the safety and security of all owners and guests. Collaborates with Housekeeping, Maintenance, and Custodial teams to help coordinate unit cleaning, repairs, and other guest requests.


• Support invoice processing for the Maintenance and Common Areas departments, and prepare or edit purchase orders, place orders with suppliers or vendors, and ensure that documentation is in order for the maintenance and housekeeping departments.


• Ensure all inventory levels are maintained and reordered in accordance with company policies for each department.


• Receive and store all deliveries of products for the resort and ensure proper disposition and distribution for each department.


• Maintain records, orders, files, and related paperwork are completed accurately and in a timely manner. All report documents are complete, current, and maintained for each department.


• Maintain cleanliness and organization of all storage areas.

EDUCATION and/or EXPERIENCE:

• Previous administrative experience required.


• Customer Service and/or hospitality experience a plus.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Any certifications a plus.

QUALIFICATIONS:

• Must be at least 18 years of age


• Must have excellent organizational skills and be detail oriented.


• High degree of confidentiality.


• Must possess strong verbal and written communication skills.


• Proficiency with Microsoft Office to include Word, Excel, PowerPoint, and Outlook.


• Excellent customer service skills.


• Ability to work in a fast paced environment.


• Must be able to lift up to thirty pounds.

At Holiday Inn Club Vacations, we believe in strengthening families. And we look for people who exhibit the courage, caring and creativity to help us become the most loved brand in family travel. We’re committed to growing our people, memberships, resorts and guest love. That’s why we need individuals who are passionate in life and bring those qualities to work every day. Do you instill confidence, trust and respect in those around you? Do you encourage success and build relationships? If so, we’re looking for you.

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