<p>Job Details</p> <p>Job Location: Grand Pacific Palisades - Carlsbad, CA</p> <p>Position Type: Full Time</p> <p>Salary Range: $22.00 - $24.00 Hourly</p> <p>Job Shift: Varied</p> <p>Description</p> <p>Description</p> <p>As an Administrative Assistant, you will assist the Resort Manager with clerical and administrative functions of the daily operations of the property by performing the following duties. Must be organized, flexible, a self-starter and require little or no supervision. Must be available to work a varied schedule, including weekend days if needed. Computer knowledge required and must deal with confidential matters.</p> <p>The ideal candidate must possess a high energy level and be comfortable performing multifaceted projects in conjunction with normal activities. Must be well organized, problem solving skills. Advocates Team Support. Ability to get along with diverse personalities - tactful, mature, flexible. Customer Service oriented.</p> <p>Primary Essential Functions:</p> <ul> <li>Weekly Processing of Invoices & Statement Reconciliation </li></ul> <p>o Ensure all vendor invoices are coded accurately and submitted to accounting in a timely manner for proper payment.</p> <p>o Ensure all expense reports are properly prepared, with supporting back up, and submitted in a timely manner.</p> <p>o Proactively research and resolve discrepancies, missing payments or invoices.</p> <p>o Enter coded invoices into appropriate checkbooks.</p> <p>o Reconcile checkbooks at end of month, ensuring all invoices are accounted for.</p> <p>o Provide Department Managers with supporting Accounts Payable Journals.</p> <ul> <li>Monthly Petty Cash Auditing and Balancing </li></ul> <p>o Proper accounting for various petty cash banks</p> <p>o Make payments for approved expenses, obtain receipts, and record expenses</p> <p>o Submit requests for petty cash reimbursement</p> <p>o Weekly deposit petty cash and cash / checks dropped</p> <p>o Conduct Audit of all Petty Cash banks and report findings to GM / AGM.</p> <ul> <li>Monthly Balancing of Cash Sheets HOA </li></ul> <p>o Daily reconciliation of credit transactions and cash received</p> <p>o Verify communication between SPI software and Shift 4 payment processing</p> <ul> <li>City Ledger </li></ul> <p>o Ensure all City Ledger balances are paid and posted within 60 days of the reservation check-out date</p> <p>o Billing of third party reservations</p> <p>o Posting payments</p> <ul> <li>Daily Revenue Report </li></ul> <p>o Ensure all necessary reports are accurate and up to date.</p> <p>o Prepare, review for accuracy and distribute the Daily Revenue Report.</p> <p>o Update budget information within report as needed.</p> <ul> <li>(Currently) Daily Front Desk Accounting Review - To be assigned to Incoming FOM </li></ul> <p>o Review of Resort Services Fee, Room Charges, Cassara Food & Beverage and Marketplace charges and Adjustments/Refunds, ensuring all transactions are accurate</p> <p>o Review and appropriately respond to Chargebacks.</p> <p>o Review and resolve Checked out with Balance Due, Unused Advanced Deposits</p> <p>o Identify Associates requiring Assistance with Proper Accounting Procedures and communicate to Guest Services Manager and Assistant General Manager.</p> <ul> <li>Associate Related </li></ul> <p>o Coordinate associate rally for all departments and provide lunch. Arrange and provide raffle prizes.</p> <p>o Highlight BE EPIC Champions of the quarter, year, birthdays and anniversaries</p> <p>o Prepare flyers announcing Rally's, Meetings, Luncheons and other important information for associates.</p> <p>o Updates all breakroom announcement boards with GPR collateral ensuring we remain in compliance with Brand standards. Organized in a tidy and easy to read format.</p> <p>o Ensures all department announcement board and compliance posters are up to date with timely and relevant information. Organized in a tidy and easy to read format.</p> <p>o Available to provide associate related communication such as Handbooks, Insurance, 401K</p> <p>o Prepares all new hire welcome posters and collateral.</p> <p>o Name tags for employees</p> <p>o</p> <ul> <li>Tracking Reputation.com Scores </li></ul> <p>o Review scores, trending and verbatim comments and communicate trends to management</p> <p>o Report weekly, monthly and six month scores to management</p> <p>o Prepare CSIP meeting with the team to identify top 3-5 issues and create action plans to address</p> <ul> <li>Recorder and Distribution of Meeting Minutes </li></ul> <p>o Weekly Staff , Monthly CSIP and Safety Meetings</p> <ul> <li>Projects as assigned by General Manger or Assistant General Manager which may include, but not limited to: SPI Inventory Projects, Safety Program related tasks </li><li>Daily Mail Opening and Distribution, Ordering of Approved Office Supplies, Weekly Ordering of Associate Weekend Lunches, Post Office, Mailing of Certified Letters, etc. </li><li>Organize monthly department Safety meetings </li><li>Create Safety meeting agendas and submit to Home Office </li><li>Makes copies of correspondence or other printed matter as needed. </li><li>Maintains accurate and up to date records (to include hard & digital copy) of all licenses, permits, titles, required inspections (such as Fire & Safety Inspections)and legal documents required for inspection purposes. Ensures that all relevant annual renewals are properly updated. </li><li>Files correspondence and other records. </li><li>Maintains dry storage supply closet and orders office supplies as needed. </li><li>Other projects and assignments as needed. </li></ul> <p>Essential and Non-Essential Duties & Responsibilities:</p> <p>The Administrative Assistant is a multi-faceted position. Your responsibilities will include but are not limited to:</p> <ul> <li>Report to the Resort General Manager </li><li>Assists in the preparation of reports and HOA mailings. </li><li>Attends Board of Directors meetings. </li><li>Assists with annual Homeowners meeting preparations. </li><li>Records, prepares and distributes minutes of staff meetings. </li><li>Schedules appointments for Resort Manager, as needed. </li><li>Arranges travel schedule and reservations. </li><li>Available in the absence of the Resort Manager. </li><li>Assists with planning of meetings for staff. </li><li>Is active member of Safety Committee and attends monthly meetings. </li><li>Prepares and distributes Safety Committee meeting notes. </li><li>Attends corporate forums as requested. </li><li>Assists as needed in preparation for site visits. </li><li>In cooperation with other management personnel, assist in responding to owner feedback and surveys. </li><li>Composes and types routine correspondence. </li><li>Compiles and types statistical reports. </li><li>Maintains all Association on-site records. </li><li>Makes copies of correspondence or other printed matter. </li><li>Files correspondence and other records. </li><li>Maintains dry storage supply closet and orders office supplies as needed. </li><li>Facilitates the group rental program at the resort. </li><li>Responsible for procurement of group rental prospects. </li><li>Develops local partnerships to grow the group rental program. </li><li>Adheres to all company policies as noted in the Employee Handbook. </li><li>Participates in all required safety meetings/classes. </li><li>Conducts themselves in a professional manner at all times. </li><li>Follows all rules and regulations set forth in the latest employee handbook. </li><li>Payroll and health insurance liaison for employees: assists employees in Human Resource paperwork and processing with Corporate Office. </li><li>Other duties may be assigned. </li><li>The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand, use hands, talk, hear, taste and smell. The employee frequently is required to reach with hands and arms. The employee is occasionally required to walk, sit, stand, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus. </li><li>The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee is occasionally exposed to fumes or airborne particles and risk of radiation. The work environment is that of a typical office with a moderate noise level. This noise level is created by light foot traffic and office equipment noise such as computers, printers, calculators, phones, etc. </li></ul> <p>Qualifications</p> <p>Qualifications for our ideal candidate</p> <ul> <li>2 to 4+ years related experience and/or training; or equivalent combination of education and experience. </li><li>Prior work in motel/hotel management and timeshare experience preferred. </li><li>Computer literate in Windows programs and any property management system. </li><li>Certification in CPR, Basic First Aid desirable. </li><li>Valid CA or NV driver's license. Clean DMV record. Must be bondable. </li><li>Ability to read and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. </li><li>Ability to write reports, business correspondence, and procedure manuals or correspondence. </li><li>Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public. </li><li>Ability to read, analyze, and interpret financial reports and legal documents. </li><li>Ability to respond to common inquiries or complaints from customers or members of the general public. </li><li>Ability to effectively present information to top management, the public, groups, and/ or Board or Directors. </li><li>Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. </li><li>Ability to work with mathematical concepts such as probability and statistical information. Ability to compute rate, ratio, and percent. </li><li>Ability to define problems, collect data, establish facts, and draw valid conclusions. </li><li>Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. </li><li>Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. </li></ul> <p>Management may modify, at its discretion, this job description to meet the company's changing needs.</p> <p>Skills & Experience:</p> <ul> <li>Communicates clearly and often with co-workers & Management. </li><li>Ability to work well in a diverse team environment. </li></ul> <p>Additional Eligibility Qualifications Required:</p> <ul> <li>Must be available to work various shifts including weekends and holidays. </li></ul> <p>Physical, Environmental & Other Requirements:</p> <p>The physical demands described are representative of those that must be met by an associate to successfully perform the essential functions of this job. While performing this job the associate must be able to stand/walk for up to 8 hours. Must also be able to sit, stoop, kneel, crouch, & crawl. The associate must regularly lift and or move up to 50 pounds, and occasionally lift and or move up to 100 pounds. Must be tolerant to various conditions of noise level, temperature, and illumination. Requires eye/hand coordination. Ability to comply with Policies and Procedures, job description, chemical labels (SDS) and other instructions.</p> <p>EEO Statement:</p> <p>Grand Pacific Resorts provides equal employment opportunities (EEO) to all associates and applicants for all terms and conditions of employment, in every location in which the company has facilities, regardless of any basis protected by applicable federal, state or local law.</p> <p>Associate signature below constitutes associate's understanding of the requirements, essential functions and duties of this position.</p> <p>Associate <strong><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong>_<strong><strong><strong>__</strong></strong></strong> Date _</strong></strong></strong></strong></strong></strong></strong></strong></strong></strong></strong></strong></p>