Administrative Assistant

Date:  Oct 1, 2021
Property:  RPH (0023)

Newport Coast, CA, 92657

Division:  Resort at Pelican Hill (RPH)
Req ID:  38675

Position Summary:

The Administrative Assistant will manage the Housekeeping Departments office and related functions such as ordering of departmental supplies, managing inventories, departmental schedules, work closely with the AM/PM coordinators and managing arrivals/departures/queue arrivals by coordinating them with the supervisors by areas and sections.  This position will provide differentiating service and attention to detail to both the guest and employee experiences . The Administrative Assistant must be a strong communicator, make excellent use of time, employ superior organizational capability, and be a guest service role model with the ability to bring desired results and focus through anticipating, understanding and acting upon our guest and employee needs. The position will report to the Director of Housekeeping and the Housekeeping Managers.

Job Duties:

  • Conduct weekly supply inventories i.e organize these areas and keep the list current.

  • Overall cleanliness and organization of all Hskp horseshoes and pantries. Work closely with the Hskp runner and AM/PM housemen.

  • Perform weekly Departmental schedules off of the 21 day forecast that's emailed out weekly. Adding in the schedules into On-track.

  • Confirming and adding in actual hours worked from all contract agencies into the labor management system.

  • Oversee the office i.e managing arrivals/departures and queue arrivals, Rex and HotSOS alongside the office coordinators - AM/PM.

  • Dispatch and follow up on guests and staff requests i.e care’s. Attend the Guest Feedback Mtg weekly.

  • Answer phones.

  • Perform AM and PM opening/closing procedures when needed.

  • Assist Managers &  Supervisor with inspecting guest rooms and related areas i.e. Public Space.

  • Manage and prepare for the weekly Resumes and 10-day event schedule needs.

Minimum Qualifications / Other Expectations:

  • Minimum 2 years working in a Hotel environment.

  • Communication, people skills, organization skills, ability to handle multiple tasks.  

  • Knowledge of Opera, Google Suite Applications, Hotsos and Microsoft Office is prefered 

  • Exceptional customer service skills, superior interpersonal skills with acute sense of detail 

  • Ability to deal with high pressure situations in a fast-paced environment 

  • Strong team player with a results-oriented attitude 

  • Ability to multi-task and work independently in a fast paced environment

About Us:
The Resort at Pelican Hill (a part of Irvine Company’s Coastal Collection) is one of the world’s finest Five-Star, Five-Diamond destinations offering unparalleled service and luxury.

Perched upon 504 acres of unrivaled coastal beauty, The Resort at Pelican Hill is a world unto itself with seven exceptional dining options, 36 holes of world-class golf and the #1 Spa in California.

Our employee community is comprised of hard-working, dedicated hospitality professionals who create memorable experiences that stay with guests long after they’ve left. It’s an environment populated with talented, passionate and experienced people, a collaborative spirit and abundant opportunities.

Apply today to join our employee community, and learn more about Irvine Company, our legacy and our guiding principles.

Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

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