Administrative Assistant (Maintenance dept) - Club Wyndham Panama City Beach

Wyndham Hotels & Resorts · Panama City

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We Put the World on Vacation

This is an Administrative role for the maintenance department.

Job Summary

Performs clerical duties including correspondence, scheduling, calendar maintenance, answering phones, screening calls, taking messages. Develops and prepares presentation materials, sets up and maintains files, makes appointments and travel arrangements, schedules and coordinates internal and off-site meetings. Uses computer skills to enter and maintain data, coordinates activities related to department functions. Assists the organization with Site Recognition Activities. Point of contact for site Charity Drives as well as facilities to ensure repairs and FM requests are filled.

Essential Job Responsibilities

Responsibilities include, but are not limited to:

• Provides general administrative support to Site Director including all forms of correspondence & communication, phone, calendar scheduling & maintenance, travel arrangements, meeting and presentation materials, special projects, etc. (50% time)
  
• Liaises regularly with other operations teammates and business functions to augment administrative responsibilities & directives on behalf of Site Director (30% time)
  
• Compiles, develops & analyzes information for inclusion in reports, presentation materials, charts, graphs, tables, etc. Maintains department staffing information including job descriptions, organizational charts, scheduling of performance reviews; Assists in budget preparation and control activities, administers programs, projects and/or processes specific to the department and business unit. (10% time)
  
• Serves as liaison with others within and outside the company regarding administrative issues related to all department functions, including careful handling of owner complaints and sensitive/confidential issues. Responsible for equipment inventory and disposal. (10% time)
  

Travel Requirements

• Minimal domestic travel to work with business partners, educational and industry/ technology conferences
  

Minimum Requirements and Qualifications

Education

• High School Diploma or equivalent. Associate's degree preferred.
  

Knowledge and Skills

• Excellent communications skills, including verbal and written required.
• High level of organizational and multi-project tasking skills required
• Ability to respond to rapidly changing conditions with agility and imagination, capitalizing on opportunities
  

Technical Skills

• MS Exchange, Outlook, Office Suite, Word, Excel, SharePoint, PowerPoint
  

Job Experience

• 1 years of related administrative experience; hospitality services industry experience desirable.
  

Experience equivalent to the education requirement may be accepted in lieu of the education requirement.

Complexity

Level of decision making authority:
Ability to make timely decisions based on a knowledge and understanding of organizational and department goals and objectives.

Level of autonomy:
Ability to perform job responsibilities to advance the goals of business partners with a moderate degree of autonomy with the direction and guidance from supervisor.

Impact of incumbent's decisions on the organization:
Given the responsibilities of this position there is moderate impact to the company’s success.
Review department expenditures relative to budgeting processes, track expenses and correct G/L code application, provide requested information accurately & efficiently to business partners, assist owners with complaint & problem resolution by handling inquiries efficiently and effectively, directing to appropriate departments for handling, monitor and distribute internal &, external inquiries from general company email boxes.

Supervisory Responsibility:
Does not supervise

Scope/Financial Responsibility:
Given the responsibilities of this position there is moderate impact to the company’s bottom line success. Administrative functions include: New vendor set up, invoice processing for timely payment (consultants, publications, etc.), PCard weekly reconciliation, AMEX and travel & expense reconciliation, booking expenditures to correct G/L budget coding, monitoring departmental budget expenses, maintaining membership dues for industry associations, maintaining publications subscriptions library, managing development course & seminar expenditures for dept. management staff.

How You'll Be Rewarded:

We offer a diverse range of comprehensive health and welfare benefits to associates who work 30 or more hours per week to meet your needs and support you throughout your career with us. Certain benefits may be available to associates working fewer hours where required by applicable law. Travel + Leisure Co. benefits include:

Note: Temporary and/or seasonal associates are ineligible for Paid Time Off.

• Medical
• Dental
• Vision
• Flexible spending accounts
• Life and accident coverage
• Disability
• Depending on position, paid time off, parental leave and holidays (speak to your recruiter for additional information)
• Wish day paid time to volunteer at an approved organization of your choice
• 401k with employer match (subject to eligibility requirements, including tenure - speak to your recruiter for additional information)
• Legal and identify theft plan
• Voluntary income protection benefits
• Wellness program (subject to provider availability)
• Employee Assistance Program

Where Memories Start with You

Hospitality is at the heart of all we do at Travel + Leisure Co. Here, you’ll find an inclusive environment where we deliver excellence and take time to have fun, celebrate together, and support one another. We're always looking ahead to what’s next and how we can strengthen our business, its neighboring communities, and the customer experience. Join our global team and build a career where memories start with you.

We are an equal opportunity employer, and all applications will be considered for employment without attention to their membership in any protected class. If you require any reasonable accommodation to complete your application or any part of the recruiting process, please email your request to MyCareer@travelandleisure.com, including the title and location of the position for which you are applying.

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