Office Assistant

Capital Vacations, LLC; Islamorada (FL); On-site; USD 21,000 - 26,000; Full time

Job summary

Capital Vacations, LLC in Islamorada, FL seeks an Office Assistant to provide administrative support to the Resort, leadership team, and staff. You will assist with meetings, take minutes, handle payroll-related tasks, file documents, and coordinate HR paperwork, deposits, and vendor invoices.

The role requires a High School Diploma or GED and 2–3 years in hospitality. Strong MS Office skills, excellent organizational and communication abilities, and a flexible schedule are essential.

Qualifications

• High School Diploma/GED required.
• 2-3 years of hospitality experience preferred.

Responsibilities

• Provide administrative support to the General Manager, management team, staff, and Resort operations.
• Assist with meeting preparations and take notes/minutes.
• Assist with payroll processing and timecard review.
• File documents; handle mail and correspondence daily.
• Assist with new hire orientation and HR paperwork submissions.
• Coordinate with HR on workers' comp claims and insurance enrollments.
• Support customer service and resolve guest-related issues.
• Monitor daily sales, deposits, and payables; process invoices with accounting.

Skills

Microsoft Word

Microsoft Excel

Microsoft Access

PowerPoint

Publisher

Office equipment maintenance

Organization & prioritization

Customer service

Communication skills

Bilingual (preferred)

Multi-tasking

Independent work

Problem solving

Attendance & punctuality

Job description

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%