Office Assistant

Description

Office Assistants provide administrative support to the Resort by performing various tasks such as filing, A/P processing, opening and sorting mail, and typical day to day office functions, all in a conscientious, organized and effective manner. They also assist with miscellaneous projects in the department as requested.  

Requirements

Duties and Responsibilities:

• Handle all collection, coding, and submission of all invoices for vendors on property (Essential)  
• Handle all Accounts Payable for the property (Essential)  
• Collect, count, and deposit all profits from all vendors on a daily basis (Essential)  
• Collect and submit all payments and contracts for advertising (Essential)  
• Assist department managers as needed (Essential)  
• Perform general administrative support functions such as typing, photocopying, opening and sorting mail, labeling files and sending FedEx packages on a timely basis, as requested  
• Sorts requested documents (i.e. invoices, deposit tickets/journals, bank confirmations, etc.) by property, Regional Accountant and Accounts Payable Processor  
• Completes various accounting-related tasks such as formatting of delinquency reports and NOI reports as requested  
• Complete monthly bank reconciliations and journal entries as requested  
• Complete and maintain filing and folders for all paid invoices. Pulls checks as requested and file once completed  
• Apply customer payments to their accounts  
• Maintain Petty Cash account, ensuring receipts are submitted and approved. Reconciling Petty Cash account on a weekly basis  
• Assist Accounts Payable Processor(s) with entry of invoices for processing, stuffing and mailing checks and run tally tapes of utility bills as requested  
• Scan original capital expenditure invoices and property tax bills then forwards to the appropriate Accounts Payable Processor for payment on a daily basis  
• Assist with organizing and maintaining an adequate inventory of office supplies  
• Organize and enter NSF check information into Yardi, and then files in the appropriate folder on a daily basis  
• Complete Main Office bank deposits and cashier check runs as requested by the Resort Manager. Ensure to obtain a validated receipt and attach to deposit slip 
• Prepare and box files from previous calendar year for off-site storage. Maintains journal entry file cabinet, including boxing files monthly to ensure adequate filing space. Create new file folders and/or labels as needed 
• Perform the day-to-day functions required to run a smooth and effective office environment 

Qualifications and Knowledge:

• High School Diploma or GED 
• 2 years experience supporting mid to upper management leaders 
• 5 years administrative experience 
• Excellent verbal and written communication skills 
• Strong attention to detail, organizational and multitasking skills  
• Ability to work well with others inside as well as outside the company  
• Ability to work overtime as needed  
• Intermediate to advanced computer proficiency with the ability to use the Microsoft Office Suite, email, internet, and provide data entry in a timely and efficient manner 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to stand, sit or walk for an extended period of time. The number of hours you will be scheduled to work during the week is variable and is based on guest occupancy, season, staffing and other factors. Island Hospitality is unable to guarantee a specific number of work hours per week. 

Training:

Island Hospitality is committed to employee development and displays that commitment with a formalized training and development program providing a clear path for any employee with a desire and aptitude to thrive in the hospitality business. As team members join Island Hospitality from other organizations they too can build on that prior experience and find further growth opportunities within our company by utilizing the tools and resources offered.

Team Member Wellness Program: How We Thank You For All You Bring To The Team

Rewarding Benefits Package:

• Healthcare including Medical, Dental, and Vision Insurance
• HSA & FSA plans available!
• Dependent care FSA
• Identity Theft Protection Insurance
• Commuter benefits including transit & parking
• Pet Insurance
• PTO and Payroll Incentives for Annual Wellness Exams
• Employee Assistance Program Wellness Subscriptions including access to gyms, financial planning, counseling, and legal services Paid Sick and Vacation Time
• Family Leave
• 401(k) Retirement plan - IHM Matches 100% up to 3% of your salary and an extra 50% on the next 2% of your salary. 401(k) is fully vested upon the first contribution

Rewarding Hard Work:

• Incentive based bonus program
• Free room nights at our hotels and employee discounts within your hotel brand
• Discounts for friends and family within your hotel brand
• Team Member of the Month, Quarter, and Year recognition and bonus
• Discounted tickets to theme parks, musicals, movies, and more through Tickets at Work
• Career Growth through our in-house training program with a path personalized to your desired goals
• Referral bonus program to ANY of our locations

Equal Opportunity Employer

Island Hospitality uses E-Verify to confirm work authorization in all municipalities where it is required by law.