Administrative Assistant (14-122)

Administrative Assistant (14-122)

Administrative Professionals Excellent opportunity with Aston at the Executive Centre Hotel Be part of over 65 years of Aloha and Hawaiian style Hospitality Administrative Assistant (14-122) - Honolulu HI Aston at the Executive Centre Hotel is seeking an experience and dedicated administrative professional to join our team Apply Now www.astonhotels.com careers Look for Job ID 1857 in the Job Postings Box Administrative Assistant - Honolulu HI Position Summary Assist General Manager in administrative functions of the property. Fact gathering of pertinent information to be provided to the General Manager to be utilized to make informed decisions resulting in the resolution of the owner concern or comment. Assist General Manger to ensure public areas are clean neat well maintained and representative of association standards. Position Responsibilities Owner Relations Guest Service Communicate with unit owners regarding their questions concerns comments and suggestions. Contact owner occupant owner representative or tenant within 48 hours of a message being received. Fact gathering of pertinent information to be provided to the General Manager to be utilized to make informed decisions resulting in the resolution of the owner concern or comment. Working knowledge of House Rules & By-Laws and assist homeowner with general inquiries. Maintain master keys for all units. Keep Homeowner list up to date & maintain reading file. Employee Relations Assists General Manager in new-hire orientation processing and termination of AOAO employees. Maintains time and payroll records. Processes employee payroll in accordance with established policy and processing deadlines. Distributes paychecks and other employee related materials. Adheres to and enforces association and Aston policies procedures and rules. Timeliness Regularly and consistently meet all deadlines for submitting work requested by general manager or individual owners. In addition to being submitted on time work should be accurate and formatted in an appropriate and professional way when a specific format is not provided. Facility Condition Reports repairs and problems to responsible department (prepares work orders) and reports to General Manager any emergency situation requiring immediate attention. Conducts site inspections when required. Assist General Manger to ensure public areas are clean neat well maintained and representative of association standards. Assists General Manager in communicating with potential vendors and outside contractors regarding facilities. Oversee the 11th floor Club Room scheduling of functions cleanliness and presentation. Communication Communicates effectively verbally and in writing. Communication is not only defined as the ability to send messages but also to receive and act appropriately. Communicate with owners regarding their questions concerns comments and suggestions. Maintain complete and accurate correspondence files. Must possess a high level of diplomacy and tact in dealing with a variety of clients and employees under stressful situations. Responsible for advisories notices to occupants & homeowners as needed. Charged with note taking at all Department Head meetings and producing meeting minutes to be distributed to all managers. Answers phones. Risk Management Assist in property safety program and joint inspection of building grounds and owners unit. Participate in Safety Committee to identify potential safety hazards. Files and Invoices Assists General Manager in efficiently maintaining working files correspondence files owner unit files financial files Security files vendor files and employee files. Receives and codes all invoices for payment. Tracks utility costs and researches outstanding invoices for payment. Parcels and Mail Receives sorts and routes association owner occupant parcels and mail. Perform other duties as assigned. Position Requirements High School graduate. Three-five years managerial experience in the hospitality field or property management. Some Real Estate experience helpful. Must be proficient in Word & Excel. With an excellent work environment and great career path opportunities our organization strives to be an employer of choice Apply Now www.astonhotels.com careers Look for Job ID 1857 in the Job Postings Box EOE