Administrative Assistant

Full-Time

Admin Assistant

Our company

The Element by Marriott Seattle Downtown is looking for a hotel assistant to join our team. We are managed by Puget Sound Hospitality which owns and operates 6 hotels in the Puget sound area.

Mission Statement

It is our passion and responsibility to provide unmatched service to our guests and create opportunities for our associates. We aim to achieve success for our owners by being innovative and constantly evolving, exceeding the expectations of our associates and guests, and creating an environment of Inspired Connections.

Advancement Opportunities

We strongly believe in career advancement opportunities across our properties and work with managers to identify and train individuals who are interested in learning and growing within our organization.

The details

Salary range: $26.27 per hour

Location: 601 Aurora Ave N, Seattle, WA 98109.

Commute/Transportation: We are located near several bus routes and offer a discounted annual ORCA pass. If you prefer to drive, we offer free parking to all of our employees in our underground garage.

Benefits: Our benefits package is available to full time employees after they complete 60 days of employment. This package includes medical, dental, vision, life, and AD&D. We also have 6 paid holidays.

PTO is accrued at 0.0538 hours per hour starting on day 1 of employment.

We partner with Colonial life to offer supplemental insurance options such as accident, short term disability, and whole life during our annual enrollment.

We have a 401(K) retirement plan available to all employees who are 21+ and have been employed for 6 months.

We offer Marriott employee room rates as well as Marriott friends and family room rates that can be used based on availability at any Marriott location worldwide.

Work shifts: The hotel is a 24/7 operation so flexibility to work AM and/or PM shifts preferred

The daily job duties

The Administrative assistant Provides office services by implementing administrative systems, Accounting, HR procedures, and policies, sales related tasks and monitoring administrative projects.

• Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, reservations, and answer inquiries from guests.
• Transmit information or documents using a computer, mail, or facsimile machine.
• Operate standard office equipment other than computers. Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.
• Handle incoming and outgoing mail, including date stamping and distributing incoming mail.
• Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc.
• Compile, copy, sort, and file records of office activities, business transactions, and other activities.
• Enter and locate work-related information using computers and/or point of sale systems.
• Monitor Inventory levels, place orders, and ensure timely delivery and distribution to relevant departments.
• Accounts Receivable and Accounts payable responsibilities

Human Resources related tasks

• Safety Committee: Actively participate in safety meetings, assist in implementing safety protocols, and help communicate safety initiatives throughout the hotel. Ensure safety materials and emergency procedures are up to date and accessible to all staff.
• Scheduling Department Team Meetings and Tracking Attendees: Coordinate and schedule regular meetings across departments; prepare agendas; send calendar invites; and maintain accurate attendance records.
• Scheduling and Tracking Associates Training: Assist department managers in coordinating and scheduling required Marriott training for new hires and annual certifications. Send calendar invites and maintain accurate attendance records.
• Scheduling Interviews: Arrange interview appointments for job candidates, coordinate schedules between candidates and hiring managers, and ensure all necessary paperwork is prepared in advance.
• New Hire Orientation: Prepare orientation materials and schedule, assist with onboarding sessions, and ensure new employees have the resources and information needed for a smooth transition.
• Planning Holiday Get-Togethers: Organize and coordinate staff holiday parties and celebrations, including venue selection, catering, invitations, and event setup.
• Birthdays and Anniversaries: Maintain a calendar of employee birthdays and work anniversaries. Arrange small celebrations or acknowledgments to foster a positive work culture.
• Flyers and Announcements: Design and distribute flyers for internal events, promotions, and important hotel updates. Ensure information is clear and reaches all staff members.

Sales related tasks

• Room List Input: Accurately enter guest rooming lists into the hotel management system for group bookings and events.
• Property Management System Group Information Input.
• Tracking Direct Bill Accounts: Monitor and maintain records for direct bill accounts, ensuring timely, accurate billing for group and corporate clients.
• Event Support Assistance: Provide administrative support for event planning, execution, and follow-up, including preparing materials, coordinating logistics, and assisting on the day of the event.
• Inquiry Assistance if the Sales Manager is Away from the Desk: Respond to sales inquiries, provide basic information to prospective clients, and relay urgent messages to the appropriate team members.
• Group and Event Payments: Process payments for group bookings and events, reconcile transactions, and maintain accurate financial records.
• Updating OTAs: Regularly update hotel listings, rates, and availability on Online Travel Agency platforms to ensure accurate, up-to-date information for prospective guests.
• Taking Reservations: Handle reservation requests via phone, email, or online platforms; accurately enter information into the reservation system; and provide confirmation to guests.

The Requirements

• Follow all company policies and procedures, ensure uniform and personal appearance are clean and professional, maintain confidentiality of proprietary information, and protect company assets.
• Welcome and acknowledge all guests according to company standards, anticipate and address guests' service needs, assist individuals with disabilities, and thank guests with genuine appreciation.
• Speak with others using clear and professional language, prepare and review written documents accurately and completely, and answer telephones using appropriate etiquette.
• Develop and maintain positive working relationships with others, support team to reach common goals, and listen and respond appropriately to the concerns of other employees.
• Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance.
• Perform other reasonable job duties as requested by Manager.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

E-VERIFY

Puget Sound Hospitality participates in the Electronic Employment Eligibility Verification Program.

This Employer Participates in E-Verify English and Spanish (PDF)