Office Assistant

Capital Vacations; Palm Beach Shores (FL); On-site; USD 20,664 - 30,307; Part time

Job summary

Capital Vacations on Singer Island seeks a part-time Office Assistant to support the resort's administrative operations, guest services, and staff.

You will handle meetings, minutes, deposits, mail, invoicing, HR coordination, and daily office tasks with accuracy, courtesy, and reliability.

Ideal candidates have a high school diploma, 2–3 years hospitality experience, strong Microsoft Office skills, excellent communication, and flexible hours.

Qualifications

• High School Diploma or GED required.
• 2–3 years hospitality experience.
• Proficient in Microsoft Office (Word, Excel, Access, PowerPoint).
• Excellent organizational and prioritizing skills.
• Strong customer service and problem-solving abilities.
• Excellent written and verbal communication; bilingual a plus.
• Able to multi-task and work independently.
• Flexible schedule; weekends/holidays may be required.

Responsibilities

• Assist General Manager and management team as needed.
• Prepare meeting agendas and take minutes.
• Process deposits, mail, and daily correspondence.
• Code and process invoices; submit to accounting.
• Coordinate HR tasks and new-hire paperwork.
• Support multiple departments (Hospitality, Activities, Housekeeping).
• Provide frontline customer service and resolve guest issues.
• Maintain office supplies and equipment; monitor inventory.

Skills

MS Office

Customer service

Bilingual ES/EN

Organizational skills

Attention to detail

Independent work

Multi-tasking

Education

High School Diploma/GED

Tools

Microsoft Office Suite

Job description

Part-time office assistant for a small "Old Florida" style 18 Unit timeshare resort on Singer Island located in Palm Beach Shores, Florida.

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 include, but not limited to:

• 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
• Basic Calculator Knowledge is a MUST
• 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
• 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 is a plus
• Ability to multi-task
• Ability to work independently
• Ability to analyze customer needs and assist in resolving all customer challenges and stressful situations with patience, courtesy and kindness.
• 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