Administrative Assistant

As an Administrative Assistant, you will provide essential administrative and operational support to the resort's Engineering, Food & Beverage, Housekeeping, Security, and Front Desk departments. This role is ideal for someone who is highly organized, detail-oriented, and comfortable managing multiple priorities while handling confidential information and time-sensitive tasks.
You will help keep daily operations running smoothly by coordinating work orders, purchasing, invoices, reports, communications, and office procedures while providing professional support to department leaders and Team Members.
In this role, you demonstrate Westgate's core values of Passion, Integrity, and Work Ethic in every interaction.
What You'll Do as an Administrative Assistant:
Provide daily administrative support to Engineering, F&B, Housekeeping, Security, and Front Desk operations.
Create, assign, track, and follow up on Engineering work orders and service requests using HotSOS and other systems.
Process purchasing orders and assist with receiving, inventory, and purchasing activities through Fusion.
Monitor and follow up on invoices from multiple departments to help ensure accurate and timely processing.
Prepare reports, spreadsheets, correspondence, presentations, forms, and other administrative documents.
Maintain accurate records, filing systems, contact lists, and departmental documentation.
Assist with data entry, expense tracking, checkbook reconciliation, and administrative reporting.
Answer and direct phone calls, respond to emails, and provide professional support to Team Members, managers, and visitors.
Schedule meetings, appointments, conference calls, and other departmental activities.
Greet and assist visitors while maintaining a professional and welcoming office environment.
Coordinate office equipment repairs, supply orders, and general office needs.
Handle confidential and sensitive information with professionalism and discretion.
Take accurate meeting notes and prepare minutes, correspondence, and communications as needed.
Assist with travel arrangements, presentations, and other administrative projects.
Manage multiple projects and priorities while meeting deadlines and maintaining accuracy.
Perform additional administrative duties as assigned to support resort operations
What You Will Bring as an Administrative Assistant:
Previous administrative, office coordination, or related experience preferred.
Strong proficiency in Microsoft Office, particularly Excel, including formulas, Word, Outlook, and SharePoint.
Experience with data entry, checkbook reconciliation, invoice tracking, purchasing, and maintaining accurate records.
Familiarity with Fusion, RPM, and HotSOS preferred, including entering work orders and service tickets.
Strong organizational and time-management skills with excellent attention to detail.
Ability to communicate professionally by phone, email, and in person.
Ability to handle confidential information and exercise sound judgment.
Ability to manage multiple tasks, projects, and deadlines in a fast-paced environment.
Strong problem-solving skills and the ability to work independently while supporting multiple departments.
Requirements:
Must be available to work a morning shift, including weekends and holidays as business needs require.
Ability to sit, stand, walk, bend, and perform routine office activities throughout the workday.
Ability to use computers, phones, office equipment, and other technology for extended periods.
Must uphold Westgate Resorts' standards of professionalism, safety, integrity, confidentiality, and exceptional guest service.

Employment type
Full-time

Work arrangement
No