Administration Assistant
JOB DESCRIPTION
Status: Full Time - Hourly
Salary: Rate negotiable based on experience and qualification
Work Schedule: 40 hours per week
Department: Administration
Reports to: Administrative Office Manager
Administrative Assistant Mission
My mission is to provide the best standard of service to customers and fellow staff members by welcoming all guests, sharing our knowledge of Monkey Bay - Belize Study Abroad in a very organized and professional manner, serving travelers and study abroad groups with friendliness and dedication.
Administrative Assistant Overview The Administration Assistant provides customer service to our guests and assists the General Manager as well as managers of other departments with specific and general administrative tasks. They will also be responsible for tracking the gift shop and office inventories and will work hand-in-hand with the Housekeeping Manager as needed. .
Qualifications & Qualities
Associate Degree preferred
High School Diploma (required), Vocational Training Certificate or Undergraduate College Degree
Fluent in the English language, both verbal and written. Fluency in Spanish or other languages is an advantage.
Excellent written and verbal communication skills including the ability to communicate online and in person.
Ability and willingness to work with people from diverse backgrounds without prejudice.
Computer literacy including creating and editing documents, spreadsheets, schedules and calendars. This includes familiarity with advanced functions of Microsoft Suite and Google Workspace.
Ability to organize and prioritize work tasks, project assignments, documents, electronic files, etc. Highly organized individual capable of managing multiple tasks effectively and efficiently.
Ability to carry out duties and directives under limited supervision as a team player.
Flexibility, creativity, and adaptability to changing work environment with confidence and professionalism
Accounting experience including financial tracking and reporting skills are an advantage.
Maintains quality service and Performance Management
Willing to train in order to achieve greater performance within the organization
Responsibilities Include but are not limited to:
Managing the Front Desk operations. Greeting, orienting and assisting all guests. Guest check in and check out functions, managing the BTB guest register and inputting forms in BTB portal, providing guest orientations, and communication with other service departments.
Responsible for ensuring that rooms are visited before and after guests stay to turn on or off lights, fans, hot water heater, and air conditioning.
Preparing guest invoices and providing receipts for services and products
Assists with the development of itineraries, invoices, and cost quotes for overnight guests
Responding to guest inquiries via telephone, email and in person
Creating reservations within the web-based RoomMaster platform
Booking food and tour services with other providers on behalf of guests
Communication with necessary internal departments to ensure guest services are provided efficiently and with excellence.
Assisting with filing and data entry as needed
Help maintain a continuous office presence at the Front Desk, coordinate with other staff members to cover your absence during lunch breaks, etc
Typing, scanning and printing various documents for other staff as needed or requested
Manage gift shop sales, monthly inventory reports, and coordinating the ordering of new items with the General Manager
Organize and take inventory of first aid supplies for the Tour Operations Department
Management of front desk cash register
The Administrative Assistant assists the Accounts Manager upon request by cross checking internal budgets prior to scheduling payments
Assists with campus orientations for student groups as well as overnight and walk in guests
Provides assistance to local and foreign teachers and group leaders as directed and needed.
The Administrative Assistant delegates their important tasks to other members of the team on their days off, leaving clear instructions.
Expectations of roles, performance and behavior:
Timeliness
The Administrative Assistant should report to work at the time assigned. Late arrivals or unannounced absence will be handled in accordance with company policies.
Organization and Protection of Company Assets
The Administrative Assistant is responsible for the organization and safekeeping of company assets which are in storage or under their regular and periodic use. These include but are not limited to: documentation, computers, printers, scanners, office materials, office furniture, literature. All necessary steps must be taken to preserve the value, integrity and functionality of these assets including the use of inventory systems, damage reporting, repair, replacement requests, sale and purchasing. The company policy covers further accidental damage, theft or loss.
Communication
The Administrative Assistant is required to maintain and initiate regular and clear contact with the other members of their team via emails, phone calls and in person meetings. The Administrative Assistant provides verbal daily progress reports to the Administrative Office Manager and other Managers with whom they work closely. The Administrative Assistant must keep abreast of all company-wide communication in which they have been included. The Administrative Assistant is responsible for updating their team with relevant information from these correspondences.
The Administrative Assistant is also responsible for communication with clients, vendors, and service providers in a timely manner.
Security of Office
The Administrative Assistant is responsible for following the security procedures of locking up the front desk office as well as maintaining the security of front desk office resources under lock and key. This includes key storage, cash register. It also includes assistance with the supervision and usage of sign out/ sign in logbook.