Overview
Executive Assistant & Quality Assurance Coordinator – The Ritz-Carlton, Chicago Jobs in Chicago, IL at Sage Hospitality
The Business Administrator performs major day-to-day administrative duties and activities of the plant including, scale attendant, fuel compositing, fuel sampling analysis, general accounting, greeting visitors, scheduling meetings, preparing documents, answering phones, managing the mail flow, and maintaining the numerous plant programs filing system.
Linden Generating Station is a 1300 MW Dual Fuel Combined Cycle Plant located in Linden, NJ.
Essential Duties and Responsibilities
Human Resources:
Assist in performing Time Administrator functions weekly, coordinate and verify payroll timesheets, Support the Management Team with assisting in accurate and timely submission and verification of time entry.
Support Corporate Human Resources as assigned.
Accounting:
Assist management team with plant site budget set-up, change orders, re-forecasting, and close out forms or orders using CMMS system.
Coordinate information to develop and maintain progress reports.
Monitor and process vendor and customer cost change requests for disposition.
Monitor contract and project costs, including committed costs.
Maintains, monitors, and processes invoices and purchase orders, maintains inventory records for accounting related documents.
Maintain plant accounting activities that may include, but is not limited to petty cash, accounts payables, coding and vendor set up required to support accounting systems.
General Administrative Duties:
Provide high-quality administrative, project and accounting related support, while successfully juggling multiple deadline-driven tasks.
Create and/or edit documents in Microsoft Office (e.g. MS Word, Excel, PowerPoint, MS Project).
Provide operational and administrative support to leverage the Plant Manager’s role to include office space oversight (e.g. office organization, building maintenance issues, and work distribution coordination/reporting.
Manage office support needs, including project filing, office equipment supplies, meeting coordination, and timesheets.
Coordinate with headquarters and other regional support teams to implement new tasks/systems/procedures locally, including Accounting, Finance, Human Resources, IT, etc.
Answer phones and direct/assist incoming callers professionally.
Complete work assignments in accordance with company’s management system, format and quality standards, and on schedule.
Maintain, update and retrieve files, forms, inventories, logs, and other documents, receives sorts, and distributes mail.
Assists in gathering information and preparing documents for other staff members, prints, and photocopies documents and/or delivers documents to employees and management team.
May assist in contacting vendors and soliciting bids.
May assist specific tasks in the training of personnel.
Greet visitors and represents the facilities in a professional manner. Control access to the inner office area.
Handle phone calls and mail distribution in a timely, professional, and dependable manner. Manage the IP phone system, update outgoing messages, and provide user training as required.
Maintain files with established filing systems and document retention procedures. Archive and discard files as assigned.
Prepare reports, correspondence, and other documents using Microsoft Office applications.
Make travel arrangements and complete travel expense forms for leadership team.
Schedule meetings and conference rooms. Sets up equipment and arranges for catering services. Arrange meeting place teleconferences as assigned.
Copy and compile materials for business meetings, training sessions, etc.
Order office supplies and ensure that sufficient inventory is available in an organized manner.
Prepare accurate monthly reports and other business reports as assigned.
Performs data entry of purchasing information into the Computerized Maintenance Management System to facilitate adequate record keeping of purchasing activities.
Performs other related duties as assigned.
Education and Experience: Associate Degree in Business, Accounting, Engineering, or a related field. Relevant industry experience may substitute for educational requirements.
Technical Proficiency:
Minimum of 2 years of experience using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) for document creation, data analysis, and reporting.
Familiarity with Computerized Maintenance Management Systems (e.g., SAP, Infor, Hexagon EAM) is preferred.
Basic knowledge of Microsoft Project is a plus.
Accounting and Financial Skills:
Strong understanding of basic accounting principles, accounts payable processes, and cost control methods.
Experience in preparing cost estimates, forecasts, budgets, and business performance reports.
Ability to monitor and process invoices, purchase orders, and inventory records.
Communication and Interpersonal Skills:
Excellent written and verbal communication skills for preparing reports, coordinating with stakeholders, and interacting with employees, visitors, and vendors.
Ability to work collaboratively in a team-based environment and build effective relationships with diverse personnel.
Problem-Solving and Judgment: Demonstrated ability to exercise independent judgment and provide innovative solutions to non-standard challenges.
Organizational Skills: Proven ability to manage multiple deadline-driven tasks, coordinate projects, and maintain organized filing and document retention systems.
Applicants must possess a valid driver’s license and maintain a clean driving record, as this position requires occasional travel for company business. Candidates should be comfortable operating a vehicle as part of their job responsibilities and must meet any applicable company and insurance requirements.
CAMS offers a variety of excellent benefits. Full time employees are offered the following: medical, dental, vision, LTD, STD, and Life insurance plans. You can even select additional “al la carte” benefits to meet all your needs. You can also enroll in our 401k, flex spending accounts for medical and childcare needs, and participate in our employee referral and tuition reimbursement programs.
Qualified Applicants must be legally authorized for employment in the United States. Qualified Applicants will not require employer sponsored work authorization now or in the future for employment in the United States.
We believe in transparency and providing candidates with important information to make informed decisions. The salary range for this position is commensurate with experience, qualifications, and location. Actual compensation will be determined based on several factors, including but not limited to skills, experience, and relevant qualifications.
This range represents the base salary and does not include other forms of compensation, such as bonuses, benefits, or equity, which may be offered in addition to the base pay. The company reserves the right to modify compensation ranges at any time in accordance with business needs and market conditions.
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Title: Executive Assistant & Quality Assurance Coordinator – The Ritz-Carlton, Chicago
Company: Sage Hospitality
Location: Chicago, IL
