Administrative Assistant- The Inn at Aspen

Hotels Clubs and Spas
Administration and Secretary
Americas North and South
Salary Description:
Wyndham Worldwide
Job Ref:

Administrative Assistant- The Inn at Aspen
10 Dec 2016

Title of Position: Administrative Assistant Reports to: General Manager Basic Function : Assist in the execution and set up of the Group Sales and Social Media programs in Aspen and Snowmass. Conducts site tours, FAM trips and attend sales and marketing events as scheduled. Maintain compliance with Wyndham Vacation Rental policies and regulations as well as industry standards of professionalism and integrity. Perform all other necessary responsibilities as directed by supervisory management. Specific Duties and Responsibilities: Executive General Manager Support: Assist Executive General Manager with: Owner Correspondence and Monthly News Letter Guest Satisfaction Cards response Trip Advisor and Social Media Review response Standards implementation and follow through Group Sales Support: In addition to performance of the above general activities, this position will be required to perform a combination of the following support functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel. - Enter and Maintain Group Room lists into V12 Reservation system. - Enter and Maintain all Meeting Space and Meeting Space Food and Beverage functions activity in Hotel Sales Pro Conference system - Assist and coordinate all group on site meeting space Food and Beverage requests with F&B Operator - Professionally represent the hotel at all industry and community functions. - Assist with reporting and/or data collection. - Coordinate with other departments as needed to ensure a complete experience to maximize the clients time. Catering Support:

- Work with other departments within the hotel to provide quality service to customers.
- Work with other departments within the hotel to set up and break down, clean and maintain the Meeting space, equipment and furniture
- Meet with group contact upon arrival and assist with servicing the group while on property
- Actively use Word, Excel, V12 software, content management software. - Assist with the Overseeing of client functions to ensure customer satisfaction. The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities: - Requires good communication skills, both verbal and written. - Exceptional organizational skills. - Ability to act independently with minimal or no supervision. - Ability to communicate customer needs and resolve complaints independently. - Guest Communication skill in both oral and written form. - Must possess computer skills, including, but not limited to, Microsoft Office Word and Excel Guest Services Support:

- Assist Front Desk agents with Guest Service, Arrivals and Departures , Telephone Answering , Key Cards, and Shipping
- Assist Bell / Transportation agents with Luggage Handling and Driving
Reservation Call Center Support:

- Assist Reservation Call Center with Reservation on line and telephone data entry
- Assist Reservation Call Center with Reservation telephone answering and reservation sales.
RESPONSIBILITIES: 1. Assist with the scheduling and supervision of the Meeting Space set up, entering Room Block Reservations in V12 Property Management System (PMS) and Meeting Space and Catering events in Hotel Sales Pro Management System. 2. Service the Meeting Space for Wyndham hosted and managed events. 3. Review and assist with all activity associated with Group Contract Guidelines with the Sales Manager 4. Communicates daily/weekly/monthly with Sales Manager /Conference Coordinator and the General Manager of activity relating to Group Room and Meeting space for the hotel. 5. Assist with presentations including site tours with key clients and partner contacts, power point presentations, and Meeting Room function set up, serving and signage. 6. Assist with the development of weekly work schedules to meet the requirements of the staffing, food and beverage and supplies for all Wyndham hosted and managed functions. 7. Assist with arriving Group Guest gift bags and room inspections 8. Assist with Group / Individual Guest Concierge bookings for activities outside the hotel. 9. Assist with Group Final Billing / Payment data entry 10. Review Payroll daily and complete Payroll time card each pay period. 11. Inspect and Inventory on a monthly basis of Meeting Space Equipment, Furniture, Audio Visual and Food and Beverage serving items and report condition to Sales Manager/Conference Coordinator. 12. Assists Marketing with the distribution of all collateral to properties in Aspen and Snowmass. 13. Develop and maintain professional relationships with other properties and industry organizations. 14. Develop and maintain professional relationships with all other departments. 15. Maintain compliance with all Company policies and regulations as well as industry standards of professionalism and integrity. 16. Perform all necessary responsibilities as directed by supervisory management.

- High School or college degree with concentration in Hospitality, Guest Services, Sales, Marketing, Business, Food and Beverage, or Communications or similar professional experience.

- Administrative, Guest Services, Hospitality, Food and Beverage Meeting Event Planning or Office experience and/or related training that demonstrates advancement within the industry.
Physical Requirements: Ability to lift and move a 40 pound box, driving capabilities, flexible schedule when needed.

Contact Details:
Wyndham Worldwide
Tel: .
Contact: HR Department

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