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Administrative Assistant - Wailea Beach Villas

Company Name:
Destination Hotels & Resorts
Administrative Assistant - Wailea Beach Villas
Property Destination Resorts Hawaii
Company Introduction Destination Hotels & Resorts began in 1972 with the development and management of condominium resorts. Since then, we have grown to become consistently ranked as one of the top ten hospitality & property management companies in the country (ranked by Hotel Business Magazine) with more than 9,300 employees, over 9,600 hotel rooms and condominium units, and more than $2.2 billion in assets under management. We are a wholly owned subsidiary of Los Angeles-based Lowe Enterprises, a privately-held, national real estate organization active in commercial and hospitality property management investment, and development. Since its inception, Lowe has been responsible for more than $16 billion in assets nationwide.
Destination Hotels & Resorts fosters a creative, entrepreneurial and energetic work environment where people come to work and have the opportunity to make personal contributions to the business in which they work. We value passionate people who love to be challenged and desire the freedom to contribute to the overall success of the organization, while accepting full responsibility and accountability. Your role will be integral to the success of meeting our clients expectations and the continued growth of the company. We strive to create a work place culture that values family, work life balance, and community. We help develop our associates and provide support for them to be professionally successful and to have future growth opportunities predicated on that success.
Property Introduction Destination Resorts Hawaii presents a fine collection of premium Maui condo and villa rentals amid the luxury Wailea hotels and resorts on Hawaii's island of Maui. Destination Resorts Hawaii, Inc. has successfully set the highest standards of value, commitment and quality, for its seven villages since 1976. Working with us is a departure from the norm. We embrace an entrepreneurial spirit and nurture an environment where our associates create better ways to do things. What you do, and the decisions you make, will have a direct impact on results. Your role will not be incidental; it will be integral to the success of our business. Destination Resorts Hawaii, Inc. fosters a creative, entrepreneurial and energetic work environment where people come to work and have fun. We value passionate people who love to be challenged and desire the freedom to contribute to the overall success of the organization. Your role will be integral to the success of our company. We strive to create a work place culture that values family, work life balance and community. We help develop our associates and provide support for them to grow their careers with Destination Hotels & Resorts. Our associates are proud to work here!
Job Description JOB OVERVIEW
Provide clerical/secretarial and administrative support including: dictation, computer input, filing, tracing, answering telephones, printing reports, payroll, maintaining manager files and departmental records/logs; Will provide clerical/secretarial support to other key executives as needed.
ESSENTIAL JOB FUNCTIONS
Maintain complete knowledge of and comply with all departmental policies/service procedures/standards.
Maintain complete knowledge of correct maintenance and use of equipment.
Use equipment only as intended.
Anticipate guests needs, respond promptly and acknowledge all guests, however busy and whatever time of day.
Maintain positive guest relations at all times.
Be familiar with all Hotel services/features and local attractions/activities to respond to guest inquiries accurately. Resolve guest complaints, ensuring guest satisfaction.
Monitor and maintain cleanliness, sanitation and organization of assigned work areas.
Access all functions of computer.
Set up work station with necessary supplies and resource materials.
Complete supply requisitions and submit to Department Head; stock office supplies upon receipt.
Answer telephone.
Record messages.
Screen calls as requested.
Make telephone calls to specified individuals as requested. Greet all individuals arriving at executive offices and assist with their needs.
Document and maintain appointment calendar.
Arrange meeting room requirements as requested.
Maintain accurate trace files and communicate daily traces. Establish and maintain filing procedures.
Maintain a confidential current management telephone roster and distribute to designated personnel.
Retrieve and distribute departmental mail.
Process requests for overnight mail and other delivery/messenger services.
Prepare and send faxes; receive and distribute faxes to appropriate personnel.
Make photocopies.
Type correspondence, memos and reports.
Attend designated meetings, take minutes, transcribe and distribute.
Document all guest requests/complaints and communicate such to respective personnel for proper handling.
Follow up on guest satisfaction.
Forward all guest comment cards to the Department Heads prepare response letters.
Follow up where required.
Prepare complimentary and purchased gift certificates.
Prepare and distribute requests for complimentary room reservations.
Complete and distribute amenity request forms; follow up on any changes.
Perform notary duties.
Maintain a current manual on all departmental forms and form letters with instructions.
Coordinate service repairs for office equipment, ensuring minimal costs.
Prepare work orders for maintenance repairs and distribute to Engineering.
Monitor completion of work orders submitted.
Coordinate travel arrangements, hotel reservations and car rentals as required for the General Manager's business travel needs.
Coordinate floral and other vendor amenity requests with authorized suppliers.
Maintain confidentiality and security of specified hotel information, correspondence, reports and files.
Prepare daily/weekly departmental payroll records.
Document pertinent information in departmental log book.
Required Qualifications Required Qualifications:
Excellent customer service focus and communication skills.
Three years of experience in audio visual, preferably in a similar hotel.
High school graduate.
Fluency in English both verbal and non-verbal.
Compute mathematical calculations.
Ability to:

Perform job functions with attention to detail, speed and accuracy.
Prioritize and organize.
Be a clear thinker, remaining calm and resolving problems using good judgment.
Follow directions thoroughly.
Understand guest s service needs.
Work cohesively with co-workers as part of a team.
Work with minimal supervision.
Maintain confidentiality of guest information and pertinent hotel data.
Ascertain departmental training needs and provide such training.
Direct performance of staff and follow up with corrections when needed.
Certification of previous training in computers.
Previous guest relations training.
Ability to input and access information in the property management system/computers/point of sales system.
Some college or training in Hospitality Industry.
City Maui
State Hawaii
Job Type Full Time
Type of Position Hourly Position

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