Administrative Assistant

Job Description Summary

This position will provide various administrative support to the Ormond Beach Resort Operations. Such support includes Human Resources (approximately 15%) and Resort Operations Facilities, Housekeeping, and Front Desk (approximately 85%).

• Maintain update to date new hire paperwork packages in conjunction with Corporate HR
• Facilitate/coordinate on-site or remote training in conjunction with Corporate HR.
• Facilitate/coordinate Executive and Director meetings including preparing the meeting room, printing meeting materials, writing meeting minutes, conducting annual HOA elections, and maintaining meeting and election records. Must attend Boards meetings in person and be flexible with schedule to accommodate required meeting attendance.
• Make Board Member reservations and help accommodate other requests they may have.
• Maintain resort records including the following: vendor files, personnel files, memos, guest records, department files, inspection records, and incident reports.
• Data Entry and Reporting as needed for Resort Administration.
• Reconcile weekly invoices and submit them to Accounting department.
• Reconcile monthly credit card expense reports and receipts and submit them to Accounting department.
• Attend weekly manager meetings, write the minutes, and distribute to the management team.
• Set up arrangements to return lost and found items to guests.
• Maintain employee uniforms including ordering replacements, name badges, and shoes when requested by department managers.
• When needed assist front desk with reviewing reservation booking reports (currently the Booking Activity Report) to ensure accurate coding and that Owner expectations are being met.
• Monitor various reports for indications of errors (Guest Ledgers, Source of Business, etc.)
• Maintain Security Log E-Files
• Routinely review Digital Guest Directory for accuracy.
• Provide Front Desk shift or break coverage when needed.
• Serve as Manager on duty if management is not on property.

• MS Office including Excel, Word and Powerpoint. MS Access a plus.
• Ability to communicate clearly and professionally, both verbally and in writing.
• Knowledge of e‑mail and memo etiquette.
• Maintain professional appearance and demeanor at all times reflective of a positive impact on the Resort(s) and SMC.
• Be punctual in reporting to work and starting duties.

• Weekly Pay and Direct Deposit
• Health Insurance (Medical/Vision/Dental)
• Company-Paid Life Insurance
• Paid Time Off (PTO) Program
• Paid Vacation and Holiday Pay
• 401 (K) Retirement Plan with a Company Match (based on eligibility)
• Employee Wellness Programs
• Fitness Center Reimbursement
• Ongoing Professional Development Opportunities
• Employee Family & Friends Discounted Stays
• Various Employee Discounts (Local Businesses and National Retailers)
• Employee Recognition and Appreciation Events (Annual Employee Picnic & Holiday Party)
• Company-Supplied Uniforms and Equipment (Applicable Positions)