Overview
ADMINISTRATIVE SPECIALIST II (CONSTITUENT SERVICES ASSOCIATE (FULL-TIME CONTRACTUAL)) Jobs in Baltimore, MD at State of Maryland
Role and Responsibilities:
The Administrative Assistant role oversees the daily accounting procedures, organization of human resource related files, and payroll, as well as assist other departments in various administrative tasks as exampled below. The Administrative Assistant will be a key coordinator in communicating various processes, procedures, and updates to the staff of the hotel. Ability to multitask with strong organizational skills will be required. This role will need to possess strong customer service skills as you will be having frequent guest interactions.
The Administrative Assistant will be required to:
Accounting & Payroll Functions
1. Accurately report daily revenue and expense figures and process daily reports as needed, adjustments, ledger monitoring
2. Accurately account for Cash drops and deposits.
3. Prepare payroll to be processed including tip distribution.
4. Knowledge of New Hire, Re-Hire, Termination processes including benefits.
5. Accurately process employee status change forms.
6. Process and account for hotel purchase orders, purchases, and invoice entry.
7. Oversee Accounts Receivable (AR) ensuring invoices and payments are sent/received in a timely manner.
8. Oversee Accounts Payable (AP) postings and ensure invoices are entered accurately, promptly and paid on time.
Sales & General Functions
9. Manage back-office inventory of supplies.
10. Working knowledge of Front Desk operations and ability to provide desk coverage as needed.
11. Oversee collection of guest laundry revenue and income.
12. Monitor phone calls into the hotel ensuring calls are picked up within 3 rings.
Preferred Skills
Ability to multitask, Accuracy, Accountability, Hospitable, Customer Service, Strong Communication Skills, Self-Motivated, Ability to Work with Minimal Supervision, Good Computer Skills, such as typing, Office, Excel, Outlook
Additional Notes
Position may be required to work various shifts including mornings, evenings, nights, holidays, and/or weekends as the hotel operation is a 24/7 business. Ability to effectively operate and utilize a computer and peripherals; able to tolerate periods of continuous sitting and/or standing on infrequent basis. Assist with lifting up to 20 lbs. Role may be required to perform additional duties as assigned by the General Manager
The moment a guest steps into one of our hotels, they walk into a genuinely memorable experience. As a Front Desk Agent, you will not only be the person our guests rely on to handle transactions, offer local insights, and anticipate every detail of a friction-free experience. You will also create the warm atmosphere that makes our guests feel at home in any location.
Your day to day:
Be the warm welcome that kicks off a memorable guest experience.
Acknowledge IHG Rewards Club members and returning guests, in person or on the phone.
Take and manage guest bookings, up-selling opportunities and telling them about ways to improve their stay.
Handle cash and credit card transactions, review current guest payment status to ensure all charges are covered. Verify and count assigned bank and the beginning and end of every shift.
Start every stay right by swiftly checking guests in and out – take IDs, hand out room keys, and control and release safety deposit boxes.
Stay one step ahead of guests’ needs – record and act on their preferences, and handle their messages, requests, questions, and concern.
Be a trusted contact for all guests. Help them with anything from bill issues to local knowledge, and loop in management when necessary.
Stay safe all the time. Following our safety procedures, you will report all incidents and wear any protective gear needed.
Take pride in your appearance and place as a brand ambassador.
Always know what events and activities are on the day’s schedule.
Jump into other ad-hoc duties when your colleagues need your help.
Effectively communicate updates to the hotel through end of shift communication
Complete daily tasks as required.
REQUIRED SKILLS:
· Communication skills – guests will need to come to you with concerns as well as complaints, so you will need to be approachable and easy to talk to, whether on the phone, in person, or through email.
· Problem-solver – Every guest concern is an opportunity to go above and beyond for our guests.
· Literate and tech-savvy, you will need a good grasp of reading, writing, basic math, and computer skills.
· Ideally you will have at least 1 year of prior hotel or customer service experience.
· Strength – you may be required to lift, push, and/or pull up to 50 lbs
· Flexibility – Hotels are 24 hours a day, 7 days a week, all year around job. Nights, weekends, and holiday shifts are all part of the job.
Additional Notes:
· Front Desk Agents will be required to sit/stand for extended infrequent amounts of times.
· All employees must abide by all policies and procedures as set forth in the company handbook.
· Training through IHG must be completed through Merlin within the first 30 days of starting your role. Training courses will be provided by Department Head.
Job Type: Full-time
Pay: $17.50 – $18.50 per hour
Benefits:
Dental insurance
Employee discount
Flexible schedule
Health insurance
Paid time off
Vision insurance
Ability to Commute:
Diamond Bar, CA 91765 (Required)
Ability to Relocate:
Diamond Bar, CA 91765: Relocate before starting work (Required)
Job Type: Full-time
Pay: $17.50 – $18.50 per hour
Benefits:
Dental insurance
Employee discount
Health insurance
Paid time off
Vision insurance
Schedule:
8 hour shift
Day shift
Holidays
Morning shift
Ability to Commute:
Diamond Bar, CA 91765 (Required)
Ability to Relocate:
Diamond Bar, CA 91765: Relocate before starting work (Required)
Work Location: In person
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Title: ADMINISTRATIVE SPECIALIST II (CONSTITUENT SERVICES ASSOCIATE (FULL-TIME CONTRACTUAL))
Company: State of Maryland
Location: Baltimore, MD
