The Hospitality Office Manager will be responsible for providing support to the Vice President of Operations and their Direct Reports, while interacting with all levels of staff and management of the Hospitality Operations Division. This position will also be responsible for general office duties, training, human resources and administrative duties as well.  In this position the person will become a subject matter expert in the Hospitality Division, work independently, and be able to travel.
 
JOB SUMMARY
The Hospitality Office Manager provides support to the Vice President of Operations and his Direct Reports, while interacting with all levels of staff and management of the Operations Division. Guest Services, Inc Naples hospitality point of contact and administrative representative.
 
ESSENTIAL FUNCTIONS

Adhere to and promote GSI Hospitality Standards.
Manage calendar and independently schedule appointments. Screen incoming calls and correspondence, and respond independently when possible.  
Prepare memorandums outlining and explaining administrative procedures and policies to staff and monitors compliance.
Review records such as agenda, notices, minutes, and resolutions for meetings.      
File and maintain all of the region’s documents and records. Create and maintain database and spreadsheet files.
Take and transcribe dictation (from an audio player), and compose and prepare confidential correspondence, reports, and other complex documents.
Arrange complex and detailed travel plans and itineraries; compile documents for travel-related meetings.
Maintain and manager office equipment and supplies.
Greet visitors in a pleasant manner.
Answer phones with a polished manner, and accurately transfer high volume of calls to the appropriate departments. Operate multi-extension phone system.
Perform administrative tasks as assigned.
Act as a Human Resources contact: maintaining and executing changes to employee files, preparing new hire packages, and coordinating benefits.        

Acting as a “witness” for any counseling summary or corrective action meetings with employees.
Assist in the hiring and processing of new employees, including orientation and paperwork.
Act as a liaison between staff and managers, if needed to resolve employee requests, comments or complaints.



Ensure all employee training is up to date and documented; maintain all employee files. Perform various trainings.
Responsible for keeping all OSHA and labor procedures, documents and posters current and posted, maintain the safety log. Attend monthly online safety meetings.
Act as a liaison between the client and the VP of Hospitality and/or District Manager(s).


Responsible for setting up accounts for new vendors.

SKILL AND KNOWLEDGE REQUIREMENTS INCLUDE

High School Diploma or GED. Bachelor’s Degree or related degree preferred.
Routine office management/clerical skills to include typing, filing, maintenance of records, and the ability to undertake multiple tasks simultaneously.
Great interpersonal skills required, with the ability to communicate effectively with a wide variety of people.
High-level of organizational skills with ability to manage multiple agendas and timelines and keep VP prepared and on time.
Computer proficiency with the ability to utilize MS Word, Excel, Power Point required. PeopleSoft preferred.
Demonstrated talent for interacting with a wide variety of people; ability and desire to learn new skills; ability to problem solve; ability to arrange and coordinate schedules.  
Excellent interpersonal, administrative, telephone and other communications skills.

Physical and Mental Requirements

Ability to sit at a desk in front of a computer and monitor phones for extended amounts of time for up to 8 hours a day.
Ability to push, pull, and lift up to 15 lbs.
Reading and writing work-related documents in English.
Constantly communicates and receives verbal communication with other employees.

Equipment Used

Typical office equipment (computers and related software systems, phone system, fax, copiers, scanners, among others).

Guest Services offers competitive pay and excellent benefits, including Paid Time Off and a generous 401(k) Match.
Veterans, Minorities, People with Disabilities and Women especially encouraged to apply.
Guest Services, Inc. is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected Veteran status.