Office Assistant

Capital Vacations, LLC; Garden City (UT); On-site; USD 32,000 - 43,000; Full time

Job summary

Capital Vacations, LLC in Garden City, Utah seeks an Office Assistant to provide essential administrative support for the resort, Directors, GM, RVP of Operations, and staff.

Responsibilities include meeting prep, minutes, payroll support, timecard reviews, HR paperwork, and handling correspondence. Strong MS Office skills, organization, and reliable attendance are required; experience in hospitality is preferred and weekend hours may apply.

Qualifications

• High school diploma or GED required.
• 2–3 years of hospitality experience preferred.

Responsibilities

• Assist General Manager and management team as needed.
• Assist with meeting preparations for resort owners and staff.
• Take notes and prepare minutes for meetings.
• Assist with payroll processing and distribution as needed.
• Review timecards for accuracy and forward to managers for review.
• File documents and maintain records.
• Assist with new hire orientation and HR paperwork submission.
• Coordinate workers' compensation claims and insurance enrollments with HR.
• Handle customer service issues and guest inquiries.
• Monitor daily sales, deposit preparation, and payables filing.
• Support other departments such as Hospitality, Activities, and Housekeeping.
• Process incoming/outgoing correspondence and mail daily.
• Maintain inventory of office supplies and uniforms.
• Code and submit invoices to Accounting; assist with related duties as assigned.

Skills

MS Office Suite

Office equipment

Organization

Customer service

Communication

Multitasking

Independence

Customer needs analysis

Dependability

Flexible schedule

Education

High School Diploma

Job description

Purpose

The Office Assistant provides administrative support for the Resort, Board of Directors, General Manager, Regional VP of Operations, and staff.

Job Description - Non-Exempt

Position Title: Office Assistant

Reports To

FLSA Status: Non-Exempt

Purpose

The Office Assistant provides administrative support for the Resort, Board of Directors, General Manager, Regional VP of Operations, and staff.

Principal Duties And Responsibilities

• Responsibilities listed may not apply to all locations
• Assists the General Manager and management team as needed
• Assists with meeting preparations (resort owners, staff, etc.)
• Takes notes and prepares minutes for all meetings
• Assists with payroll processing and distribution as needed
• Assists with review of timecards for accuracy and then sends to all managers for review and editing
• Files documents
• Assists with orientation of all new hires, completing new hire paperwork and submitting to HR
• Works directly with HR to complete and submit worker’s comp claims, insurance enrollments, etc.
• Assists with customer service issues
• Monitors daily sales, prepares and makes deposits, records and files payables
• Assists with other departments as necessary; Hospitality, Activities, Housekeeping, etc.
• Responsible for incoming and outgoing correspondence, processing and deliver mail daily
• Maintains inventory of office supplies, uniforms, and orders
• Codes and processes invoices and submits check requests to the accounting department
• Assists with other related functions for managers, employees, and guests
• Performs all other related duties and projects as assigned

General Statement - Performs the job assigned, complying with Company policies and procedures, business code of ethics, FLSA regulations, and all applicable laws, as well as ensuring confidentiality, reliability, quality, and productivity.

Job Requirements

Education, Essential Training / Certifications, and Experience:

• High School Diploma/GED
• 2-3 years of experience in the hospitality field

Skills, Knowledge, And Abilities

• Advanced computer skills -proficient in Microsoft Office-Word, Excel, Access, PowerPoint, Publisher
• Strong experience in operating and maintaining office equipment, computers, copiers, facsimile, postal meters, and calculators
• Excellent organizational and prioritizing skills
• Excellent customer service and problem-solving skills
• Excellent communications skills; verbal and written, bilingual preferred
• Ability to multi-task
• Ability to work independently
• Ability to analyze customer needs and assist in resolving all customer challenges and stressful situations
• Dependable with excellent attendance and punctuality
• Flexible schedule, ability to work additional hours, weekends and holidays

Shift: Additional hours may be needed to cover shifts, meet deadlines and business needs

• Regular Hours and Weekend

Travel

• Up to 25%