Administrative Coordinator

POSITION PURPOSE

Performs administrative duties and provides general support for multiple departments, including Engineering, Housekeeping, and Guest Services. Responsibilities include, but are not limited to, maintaining filing systems, maintaining checkbooks, maintaining Payrolls, acting liaison between corresponding departments and vendors, and maintaining a professional environment. Confidentiality and integrity is of utmost priority to this role.

Supervise the operation of the housekeeping staff, promoting a safe environment and quality service to achieve maximum guest satisfaction, protection of assets and minimal expenses.

ESSENTIAL FUNCTIONS

• Perform clerical duties such as typing correspondence and reports, filing, and answering phones. Maintain and upkeep various filing systems, including vendor information where necessary.

• Assist Managers in daily payroll duties

• Assist managers in updating monthly checkbooks and coding invoices for the departments

• Daily liaison for lost and found.

• In charge of Synergy logs for Housekeeping

• In charge of coordinating the PM program through communications with all three departments

• Assist in month inventories for the departments

• Assist in ordering supplies for the departments

• Assist managers in scheduling appointments, meetings

• Maintain a professional working environment and attitude.

• Maintain and upkeep of all office equipment.

• Answer all telephone calls coming into the Housekeeping office.

• Coordinate and distribute guest requests via StarGuest and telephone and ensure they are addressed promptly.

• Manage early arrivals/VIPs' special requests by continuously providing update for Housekeeping Managers on priority of rooms needed

• Update additional credits/rollaway beds and cribs make up and delivery charges sheet daily.

• Ensure that the key and phone distribution system is well-maintained and inventory record is updated.

• Record all late/absent employees on designated attendance sheet.

• Monitor occupancy status of guest rooms on a constant basis and ensure continuous communication with the Front Office

Other:

Regular attendance in conformance with the standards, which may be established from time to time, is essential to the successful performance of this position. Employees with irregular attendance will be subject to disciplinary action, up to and including termination of employment.

Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled training sessions and meetings is required.

Upon employment, all employees are required to fully comply with Westin/Solea Carlsbad Resort & Spa rules and regulations for the safe and effective operation of the hotel's facilities. Employees who violate hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment.

SUPPORTIVE FUNCTIONS

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel:

• Perform general cleaning tasks using standard hotel cleaning products as assigned by a supervisor to adhere to health standards.
• Perform other duties as requested, such as cleaning unexpected spills and executing special guest requests.

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:

• Must be able to speak, read, write and understand the primary language(s) used in the workplace.
• Must be able to read and write to facilitate the communication process.
• Requires good communication skills, both verbal and written.
• Must possess basic computational ability.
• Must possess basic computer skills.
• Professional demeanor and able to relate easily to a wide range of stakeholders.
• Strong organizational, project management, multi-tasking, and time-management skills; ability balance multiple projects seamlessly while adhering to stringent deadlines.
• Highly responsible and able to handle confidential information with the utmost discretion
• High attention to detail and accuracy.
• Resourceful and proactive.
• Flexible with scheduling - including evenings and weekends as required.
• Must be bilingual in English and Spanish.

Physical Demands

• Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems.
• Must be able to stand and exert well-paced mobility for up to 7 hours in length.
• Position requires walking and giving direction most of the working day.
• Must be able to lift up to 15 lbs. on a regular and continuing basis.
• Must have the ability to bend, squat and frequently lift 25 lbs. and occasionally lift up to 50 lbs.
• Must be able to push and pull carts and equipment weighing up to 250 lbs. occasionally.
• Must be able to exert well-paced ability in limited space.
• Must be able to bend, stoop, squat and stretch to fulfill cleaning and inspection tasks.
• Must be able to exert well-paced ability to reach other departments of the hotel on a timely basis.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors and subordinates.
• Vision occurs continuously with the most common visual functions being those of near vision and depth perception.
• Requires manual dexterity to use and operate all necessary equipment.
• Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, electric typewriter, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.

QUALIFICATION STANDARDS

Education

High school or equivalent education required.

Experience

• 1-2 years Administrative experience.
• Prior housekeeping experience preferred.
• Must be proficient in Microsoft Word, Excel, and Outlook.
• Must have experience in filing systems.

Licenses or Certificates

Not applicable.

Grooming

All employees must maintain a neat, clean and well-groomed appearance per Westin/Solea Carlsbad's standards.

Attendance:

Regular attendance in conformance with the standards, which may be established by Westin/Solea Carlsbad Resort & Spa from time to time, is essential to the successful performance of this position. Employees with irregular attendance / tardies will be subject to disciplinary action, up to and including termination of employment. Upon employment, all employees are required to fully comply with Westin/Solea Carlsbad Resort & Spa rules and regulations will be subject to disciplinary action, up to and including termination of employment.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time.

Ownership:

This job opportunity for employment is being made available by Grand Pacific Hotel Services, L.P., the owner and the employer of all associates working at Westin/Solea Carlsbad Resort & Spa. Marriott International is not the owner or operator of Westin/Solea Carlsbad Resort & Spa. Marriott International is not the direct or indirect employer or joint employer of any associates working at Westin/Solea Carlsbad Resort & Spa. Marriott International does not control, govern or regulate any aspect of recruitment or employment at Westin/Solea Carlsbad Resort & Spa. Marriott International is not responsible for any aspect of your application, candidacy, or employment at the resort, nor shall Marriott International be liable for the data collection, use and privacy practices of the Westin/Solea Carlsbad Resort & Spa's owner or operator.