Office Assistant

Capital Vacations, LLC; Florida; On-site; USD 19,286 - 30,307; Part time

Job summary

Capital Vacations is seeking a part-time Office Assistant for a small 18-unit timeshare resort on Singer Island. The role provides administrative support to the Resort leadership and staff, ensuring 5-star customer service and smooth daily operations.

Key duties include meeting prep, minutes, invoices, deposits, HR onboarding, and guest relations. The ideal candidate has strong MS Office skills and hospitality experience with excellent communication.

Qualifications

• High School Diploma or GED required; hospitality experience is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Access, PowerPoint) is essential.
• Experience with office equipment and strong organizational skills are expected.

Responsibilities

• Provide administrative support for the resort, board, GM, and staff.
• Assist with meeting preparations and take notes/minutes.
• Process invoices, deposits, and payables; handle correspondence.
• Support HR with on-boarding and workers' comp/insurance enrollment.
• Deliver high-quality customer service and resolve guest issues.

Skills

MS Office

Excel

Office Equipment

Customer Service

Communication

Bilingual

Multitasking

Independent Work

Attention to Detail

Punctuality

Education

High School Diploma/GED

2-3 years hospitality experience

Job description

Palm Beach Shores, Florida · Sand Dune Shores Resort · Front Desk

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.

This is a special opportunity for someone who will provide 5‑star customer service

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