Hospitality Services Administrative Assistant

Principal Duties and Responsibilities

• Responsible for answering and following up on all phone calls and interoffice mail.
• Communicates with all departments and vendors as needed as the “face” of the department.
• Makes copies and assists with general administrative support.
• Assists with projects and other work as assigned.
• Researches procedures, items, ideas, and requests.

Financial & Accounting Responsibilities

• Processes all invoices.
• Handles leadership credit card reconciliation and reports.
• Works closely with the Executive Chef on credit card reconciliation and in-house billing.
• Enters requisitions in NAV with proper coding.
• Prepares requisitions for supplies and completes most online ordering.
• Responsible for end-of-month accounting procedures.
• Aids in budget tracking.
• Handles money bags, audits, and POS system reports.
• Responsible for cash drawers and opening/closing duties of the POS system, and can work a register if needed.
• Manages the Petty Cash box for Hospitality Services.

Scheduling, Coordination & Events

• Maintains a department calendar with all events and set-ups for housekeeping, food services, and building maintenance.
• Schedules repairs and maintenance of equipment.
• Assists in coordinating events, projects, and activities with the Assistant Manager.
• Helps create event timelines and monitors progress to keep the team on schedule.
• Works before, during, and after events or activities as needed.
• Assists with linens, dishes, and related event materials.
• Works closely with the Assistant Manager to execute planning and timelines for events.

Inventory & Systems

• Maintains inventory databases for department and campus inventory assigned to the Manager.
• Handles responsibilities related to the POS system (cash drawers, audits, reports, opening/closing procedures).
• Enters requisitions and maintains proper coding in NAV.

Volunteer Coordination

• Trains and schedules volunteer cashiers for all registers, including the Passage at the church.

Educational Requirements

• High School diploma or equivalent
• Minimum of two years of administrative assistant experience
• Working knowledge and experience of project coordinating

Knowledge/Skills/Abilities

• Well spoken, excellent written and verbal communication skills.
• Professional telephone etiquette.
• Ability to give, receive and analyze information, formulate work plans, prepare written materials and articulate goals and action plans.
• Ability to manage a high volume of work details and workload with a high level of accuracy.
• Ability to divide time effectively and efficiently between departments as deemed necessary.
• Ability to remain calm and peaceful during stressful situations
• Ability to handle multiple tasks simultaneously.
• Effective project management skills and ability to resolve problems throughout each project.
• Ability to handle deadline pressures professionally.
• Creative, analytical thinker, conscientious, consistent, progressive.
• Must be detail-oriented and accurate.
• High level of maturity/confidentiality required.
• Must be on time and dependable.
• Strong organizational abilities is essential.
• Efficient time management and multi-tasking abilities, with ability to change priorities quickly.
• Must be able to complete data entry tasks with high level of accuracy.
• Ability to work well as a team member.
• Typing of 45 wpm with minimal errors.
• Able to work in a continually changing environment.
• Must be able to read and understand Material Data Safety Sheets and procedure Manuals.
• Must be computer literate and be proficient in Microsoft Office Suite.

Supervisory Responsibilities

• Supervise volunteers for large events.
• Supervise volunteer cashiers.

Equipment to Be Used

• Typical office equipment, computers, printers, scanners and more.
• Housekeeping chemicals, vacuum cleaners, washing machine.
• Food service equipment such as dishwasher, carts, ovens, grill, griddle, stove, knives, espresso machine, vita mix, and any other kitchen tool available to fulfill assignment.

Typical Physical Demands

• Able to lift 30 lbs.
• Must be able to sit at a computer for a minimum of seven hours per day.
• Requires manual dexterity sufficient to operate standard office machines such as computers, calculators, telephones and other office equipment.
• Requires manual dexterity sufficient to operate standard housekeeping equipment such as vacuum cleaners, brooms, mops, spray bottles, etc.
• Requires manual dexterity sufficient to operate standard food service equipment such as dishwasher, slicer, knives, grills, espresso machine, vita mix, etc.
• Required normal range of hearing and vision.
• Must be able to pull push stand sit, stoop, bend, reach move or carry equipment.

Typical Mental Demands

• Maintain a good attitude in all circumstances and situations.
• Must be able to analyze information, troubleshoot and determine work strategy to accomplish task assigned.
• Must maintain a high level of attention to detail.

Working Conditions

• Able to work in a busy, consistently changing work environment.
• Works indoors 90% of the time with some outdoor work.
• Overtime could be required, and some overtime could be on the weekend.

Other

• Born again believer and must adhere to the doctrines of this organization as upheld by Kenneth and Gloria Copeland and their appointed representatives
• Must work well with others, as a team and according to Romans 16:17, must not cause dissension, difficulties and divisions
• Must maintain a good attendance record
• Because of the wide range of personal contact with ministry leaders within and outside the organization, this position requires considerable diplomacy, maturity, and excellent communication skills
• Able to work with people of all cultures