Executive Administrative Asst / HR Coordinator

Omni Hotels & Resorts; Tucson (AZ); On-site; USD 55,000 - 75,000; Full time

Job summary

Omni Hotels & Resorts in Tucson, AZ seeks an Executive Assistant & HR Coordinator to support the General Manager and HR Director. Responsibilities include handling confidential communications, coordinating reports, travel, and guest relations for VIP guests and corporate visits.

The role involves assisting with recruitment, onboarding, and HRIS data entry in Ultipro and Dayforce, while maintaining files and internal communications. Strong organization and professional presentation are essential.

Qualifications

• 3 years' experience minimum.
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Responsibilities

• Provide executive support to the General Manager and HR Director.
• Coordinate reports, correspondence, and confidential documents for corporate office and ownership.
• Arrange travel, meetings, and guest relations for VIPs and executives.
• Assist HR with recruitment processes, onboarding, and HRIS data entry.
• Generate complex reports in Ultipro and Dayforce.

Skills

3 years experience

Strong communication

Organizational skills

Independent worker

Multi-tasking

Education

Associate degree

Tools

Microsoft Office

Ultipro

Dayforce

Job description

Executive Assistant & HR Coordinator

Overview

To handle all administrative duties as required by the General Manager and the HR Director. Assists with the coordination of all functions of the Human Resources department.

Responsibilities

Assistant to the General Manager

• Extensive administrative duties and responsibilities; communication and distribution of daily/weekly/monthly reports and correspondence to corporate office and ownership, operation procedures, handling confidential material and information, daily distribution of the mail, daily check deposit of accounts receivables.

• Responsible for obtaining signatures of approval for all internal and external routing of check requests, expense reports, personnel information forms (PIF), project expenditure approval forms (PEA), performance evaluations and other confidential correspondence as necessary, and distribute in a timely and efficient manner.

• Manage schedules for the Executive Committee and ensure that all directors and managers receive messages and appointments in a timely manner.

• Manage day-to-day guest relations and corporate guest relations, all external guest correspondence and internal communications; including Daily Medallia Reports, ELMER, Synergy input and Reports, and Guest Alerts.

• Maintain guest relations files and ensure that all information is included in file, i.e. guest correspondence, letters, fax, emails, information, guest folios, gift certificates, etc.

• Maintain Gift Certificate Log to include value, purpose, date issued and date redeemed.

• Coordinate all travel arrangements including; reservations, transportation, golf, amenities, and in-house meetings and events for VIP’s, corporate and ownership visits.

• Maintain reader files for upcoming meetings, VIP guests, meetings, and events, etc.

• Maintain hotel licenses, permits, contracts, and certificates of insurance.

• Assist Accounts Payable with monthly reconciliation of transportation billing, American Express Ledger for Air Travel and Nextel/Sprint Phone Bill.

• Maintain Nextel Communications for all managers and supervisors; including ordering, coding and billing.

• Involved in associate events and activities committees within the resort.

• Perform other duties assigned by management.

Assistant to the HR Director

• Professionally and warmly meet and greet all guests to ASC.

• Provide administrative support to the HR Director.

• Assist with the recruitment process to include pre-screening and scheduling interviews of line level position applicants for department hiring managers, posting open positions, and maintaining open position listing

• Generate and analyze complex reports and queries in Ultipro.

• Oversee Power of Engagement tracking efforts, as well as the Omni Hotels & Resorts LMS System for assigned property.in Dayforce.

• Oversee all aspects of New Hire Orientation preparation, as well as facilitate assigned sections of New Hire Orientation.

• Assist with the processing of new hire paperwork.

• Maintain department logs, binders, and employee files.

• Develop associate communications network within the hotel, via weekly newsletter, monthly calendar, bulletin boards, posters, and flyers.

• Enter and maintain all associated data into Dayforce (HRIS).

• Answer phone and email inquiries. Type memos and other correspondences.

• Maintain orderliness of office supplies and equipment.

• Participates in planning and execution of associate events planned by the Human Resources Department.

• Oversee the documentation tracking process.

• Champions Omni culture on property and enthusiastically promotes opportunities within the hotel and company.

• Facilitate a culture of praise and recognition by assisting with the implementation of various employee recognition programs.

• Collect, sort, and distribute office mail.

Qualifications

• Minimum of 3 years' experience

• Education – associate degree

• Skills; Proficient in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook)

• High level of written and verbal communication skills.

• The ability to work in a fast-paced high-pressure work environment while executing delegated tasks and assignments.

• Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management, and co-workers, both in person and by telephone.

• Must have strong computer skills, including advanced proficiency in Microsoft Office programs, Internet research, and the ability to quickly learn new software.

• Must be able to work independently and successfully complete projects with minimal oversight.

• Exceptional organizational skills with the ability to prioritize and multi-task effectively

• Highly motivated self-starter focused on quality, organization, guest service, and teamwork.

• Must be able to maintain a professional appearance and create a welcoming environment for potential and current associates.