Corporate Office Administrative Assistant Details

Corporate Office Administrative Assistant

COASTAL Hospitality Associates, LLC. - Virginia Beach, VA

Employment Type : Full-Time

Corporate Office Administrative Assistant/Receptionist One of the most important decisions you will ever make is where to bring your special talent. The Coastal Hospitality leader possesses a natural talent for service and is invigorated about the art and profession of being in service to others. If this speaks to you, Coastal Hospitality may be the perfect place to grow your career. We are currently seeking professional and enthusiastic candidates for our Corporate Office Receptionist/ Administrative Assistant position at our award winning corporate office located on Atlantic Avenue. . This position will report to the SVP of Operations for Coastal Hospitality. What You Will Bring To This Role: The Corporate Office Receptionist/Administrative Assistant is the welcoming first impression for visitors to the corporate office providing courteous and professional service to all guests, vendors, visitors, and associates. As the main point of contact for corporate staff, the Receptionist/Administrative Assistant must be knowledgeable of staff roles and schedules to provide prompt and knowledgeable responses to those seeking information. In addition to greeting guests and answering the telephone, the Receptionist/Administrative Assistant will support the SVP of Operations for administrative tasks and projects. Some of Your Responsibilities Would Be:

• Answer multi-line telephone in a courteous and professional manner. Provide information and connect callers to the appropriate person(s). Take messages and research requests as needed.
• Offer a welcoming and enthusiastic greeting for all visitors to the corporate office. Maintain neat and tidy appearance of the reception area and boardroom.
• Manage incoming and outgoing mail (US Postal and expedited services such as FedEx and UPS).
• Respond to email requests using Outlook. Schedule appointments as requested.
• Manage the booking schedule for the boardroom by responding to request for use and ensuring that the room is set up for the scheduled meetings.
• Maintain office supply and in-house food and beverage inventories and place orders for needed items while also adhering to budgetary guidelines.
• Maintain office equipment in good working order. Schedule required maintenance on photocopier and maintain adequate supplies on hand (paper, toner, staples). Schedule maintenance and inspections (Fire systems, phone systems, security systems internet, carpets, windows, elevator, painting, etc.)
• Company liaison for managing third party tech support.
• Manage SharePoint MS access for hotel properties.
• Create and maintain files and perform clerical duties as assigned. This may include creating Word documents, drafting correspondence, creating simple Excel spreadsheets, providing data entry, reviewing documents/reports for accuracy, and other duties as assigned.
• Manage SVP of Operations calendar: Office appointments, travel, events and personal appointments.
• Take or retype notes and documents for SVP of Operations.
• Maintain all of SVP of Operations files.
• Allocate and track expenses on SVP’s corporate credit card.
• Assist Accounting in processing property level accounts payable invoices.
• Assist in the development management of Company portfolio non-hotel properties.
• Avigilon Access Control Manager: maintain security system and office key cards.
• Plan all of SVP of Operations Travel: flights, hotels, transportation, registration, meetings.
• Maintain SVP of Operations travel memberships and passports.
• Maintain SVP of Operations IHG & Marriott Accounts.

Supportive Functions:

• Provide support to the hotels as requested.
• Arrange catering for all company sponsored events.
• Create and maintain budgets for corporate sponsored events.
• Coordinate site selection, accommodation selection, Food & Beverage requirements for the Coastal Hospitality Annual General Managers Meeting and maintain budget.
• Organize and attend hospitality events as required. Occasional overnight travel may be required.

Preferred Minimum Qualifications:

• Previous hotel/hospitality experience and/or degree in hospitality or related field.
• Ability to work with people of varying personalities, using tact and patience.
• Proficient at, Outlook, Word, Excel, Power Point, Publisher, Access, InfoPath Designer, Adobe, SharePoint, Opera and Avigilon ( security system) and Canva.
• Working knowledge or willingness to train on M3 accounting system
• Ability to communicate verbally and in writing in a professional manner using the English language
• Answering the telephone and transferring callers using a multi-line telephone
• Ability to operate a complex photo copier.
• Professional appearance

How You'll Be Rewarded: A chance to learn something new every day in a small corporate office where we have a fun, friendly work environment! Health Benefits; Medical, Dental and Vision Paid Time Off Employee Assistance Program Company Paid Short Term Disability, Life Insurance and Accidental Death Affordable and Optional Long Term Disability and Supplemental Life Insurance Company Matched 401K Health Care Flexible Spending Account Dependent Care Flexible Spending Account Health Savings Account Legal Resources Associate Travel Discounts per Brand Guidelines EOE M/F/Vet/Disabled