Operations Admin Assistant

About the role

To assist the Director of Food & Beverage and Director of Rooms in maintaining administrative matters for the Food & Beverage and Rooms departments at the Omni Nashville Hotel.

Responsibilities

• Fulfill general office duties: typing, filing, phone answering, etc.
• Maintain property operations log, P.O. ledger, balance ledger to General Ledger monthly, assist in maintaining inventories and ordering supplies.
• Assume administrative duties in accordance with changing requirements.
• Assist with Payroll by maintaining schedules, daily attestation and requests.
• Is courteous, tactful, and helpful, but firm in enforcing hotel policies and procedures.
• Able to keep accurate records and communicate using radio equipment.
• Maintain files and records with effective filing systems.
• Follow office work-flow procedures to ensure maximum efficiency.
• Support other departments with various administrative tasks (redirecting calls, disseminating correspondence, scheduling meetings etc.).
• Greet and assist visitors when they arrive at the office, assisting in settling customer complaints or issues.
• Design and layout all menus and promotional materials for all restaurant outlets.
• Design all promotional material to include posters, flyers, tent cards, food signs, signage for the hotel, and coupons.
• Gathers and organizes all materials for End of Month reports including checkbook audits and CARE completion reports.
• Provide administrative support and complete special projects as assigned by the Director of Food & Beverage and Director of Rooms.
• Maintain stationary supplies & proper filing systems.
• Prepare meeting timelines and documents for departmental and cross-departmental needs.
• Ensure work area is clean and clear of standing water, debris or any objects that can obstruct the job duties from being performed safely, efficiently, and effectively.

Qualifications

• Minimum six months administrative experience and/or customer services role with consistent guest interaction and guest resolution responsibilities.
• Hotel experience strongly preferred.
• Able to deliver and communicate to diverse crowd of associates.
• The ability to work in a fast-paced high-pressure work environment while executing delegated tasks and assignment.
• Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management, and co-workers. This includes via email, telephone, and two-way radio.
• Ability to prioritize, organize and follow up on requests and needs in a fast-paced environment.
• Able to evaluate and select among alternative courses of action quickly and accurately, identifying and solving problems as necessary.
• Must have strong computer skills, including advanced proficiency in Microsoft Office programs, Internet research, and the ability to quickly learn new software.
• Highly motivated self-starter focused on quality, organization, guest service and teamwork.
• Must be able to work independently and successfully complete projects with minimal oversight.
• Exceptional organizational skills with the ability to prioritize and multi-task effectively.
• Must be able to maintain a professional appearance and create a welcoming environment for potential and current associates.
• Must be willing to work a flexible schedule to include evenings and weekends as needed.

Physical demands

• Move, bend, lift, carry, push, pull, and place objects weighing up to 40 pounds without assistance.
• Stand, walk or sit for an extended period, or for an entire work shift.
• Requires repetitive motion, including utilizing telephone/computer for an extended period or for an entire shift.

Tools & equipment

Desktop computer (Opera, Alice, Synergy, Microsoft Office, Kronos, Delphi, Meeting Matrix, Open Table, Micros terminals, Birchstreet), printer, telephone, copier, fax machine, two-way radio dispatch, scanner.