Administrative Assistant

POSITION TITLE

Administrative Assistant

REPORTS TO:

General Manager

The Compass Anna Maria Sound, managed by Vista Host Management & Development Company, is dedicated to delivering exceptional hospitality and service to all guests. Located near Anna Maria Island, our property offers meeting spaces, dining options, and guest rooms. As an Administrative Assistant, you will play a vital role in supporting hotel operations, ensuring smooth administrative processes, and maintaining accurate records.

The Administrative Assistant supports hotel operations by performing various clerical tasks, including reconciling transactions, preparing reports, managing files, and handling other duties as needed. This role is crucial in maintaining organized records, assisting with accounting tasks, and ensuring compliance with Vista Host’s accounting policies.

• Is detail-oriented and enjoys working in a structured environment.
• Has strong organizational skills and is adept at managing multiple tasks efficiently.
• Communicates effectively and works well independently, as well as part of a team.
• Thrives in a fast-paced setting, ensuring that administrative tasks are completed accurately and on time.

• Competitive salary with opportunities for performance-based incentives.
• Vacation / Sick / Bereavement / Holiday Pay.
• Health/Vision/Dental Insurance.
• Life / STD Insurance.
• 401k Program.
• Employee Discounts (Brand Hotels & Company Hotels).
• Free, Third-Party Employee Assistance Program (personal and professional).
• Opportunities for professional growth within Vista Host’s expanding portfolio.

• Perform daily DSR (Daily Sales Report) tasks, ensuring accuracy in data entry and reconciliation.
• Handle daily deposits and audit pack reviews, identifying discrepancies and resolving them with the General Manager.
• Conduct revenue reconciliation, including tracking and reconciling tax exemption revenue.
• Reconcile various revenue streams, such as valet laundry, coin-operated laundry, parking lot revenue, credit card transactions, and restaurant revenues.
• Track and log service recoveries and other specific financial records.
• Manage accounts receivable (AR) and accounts payable (AP) processes, ensuring timely and accurate postings.
• Investigate and respond to credit card chargebacks, resolving issues promptly.
• Post advance deposits.
• Answer phones for billing and or reservations.
• Maintain personnel files, including conducting I-9 audits and handling workers' compensation claims.
• Audit ticket consignment processes and ensure the validity of vendor Certificates of Insurance.
• Monitor Suite Shop margins, ensuring profitability and accurate reporting.
• Ensure all administrative and accounting procedures comply with Vista Host’s policies.

• Proficiency in Microsoft Office, particularly Excel.
• Excellent organizational, interpersonal, and customer service skills.
• Strong attention to detail and the ability to manage multiple tasks.
• Previous administrative experience is preferred, especially in a hospitality setting.
• Ability to lift up to 20lbs.