Job Description
As a Department Secretary/Administrative Assistant, you would be responsible for providing administrative and clerical support to department managers in the hotel's continuing effort to deliver outstanding guest service and financial profitability. Assist with scheduling, payroll reports and labor tracking. Maintain inventory and coordinate with Purchasing and vendors to track orders and deliveries. Organize and maintain departmental documentation, including SOPs, schedules, compliance records. Support onboarding process for new team members. Perform word-processing, typing, e-mailing, data-entry, filing, faxing, copying, processing mail and taking notes . Support communication between Stewarding, Culinary, and Engineering Teams. Assist with creating and maintaining team schedules in alignment with operational needs and labor budgets. Track attendance, overtime, and timekeeping; support payroll processing and resolve discrepancies. Prepare labor reports and assist leadership with workforce planning. Maintain inventory levels of stewarding supplies, chemicals, and equipment. Coordinate with Purchasing to place orders, track deliveries, and resolve discrepancies with vendors. Support monthly inventory counts and cost control initiatives. Perform general administrative duties including correspondence, data entry, filing, and report preparation. Manage departmental email inbox, phone calls, mail, and documentation with professionalism and efficiency. Maintain an organized and well-managed office environment. Maintain departmental documentation including SOPs, training records, safety logs, and audit files. Ensure compliance with health, sanitation, and safety standards, as well as brand requirements. Support internal and external audits by preparing and organizing required materials. Assist with onboarding new hires, including documentation, uniforms, and system access. Coordinate training schedules and maintain accurate training records and certifications. Serve as a liaison between Stewarding, Culinary, Engineering, and other departments. Handle internal inquiries and support service-related communication with discretion and professionalism. Assist in tracking issues, follow-ups, and continuous improvement initiatives. Support management with special projects, reporting, and process improvements. Contribute to sustainability initiatives such as waste reduction and inventory optimization. Proficiency in Microsoft Office (Word, Excel, Outlook); Unifocus experience is a plus. Ability to work independently and manage multiple projects under tight deadlines. Professional demeanor and attention to detail. Prior administrative experience in hospitality or food & beverage roles (2–3 years preferred). May require lifting up to 25 lbs. and standing/walking for extended periods. Business attire expected; professional appearance required. Shift: Various – must be available weekdays, weekends, and holidays. Specifically, you would be responsible for performing the following tasks to the highest standards. Perform other general office duties and assist with special projects, as needed. Strong organizational and multitasking abilities. Excellent written and verbal communication skills. Quality. Dependability. Customer Focus. Adaptability.
