The primary responsibilities and duties of the Administrative Assistant consist of, but are not limited to, the following:

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Work with the Office and Support Staff, Accounting, and the Executives and all departments to continually develop the operational and promotional arms of the company.

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Maintain employee attendance records. Prepare and process all records and hiring paperwork, forwarding all completed information to the proper channels.

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Forward and communicate all employee issues, phone calls and request to the maintenance manager.

• Process all invoices, packing lists and P.O.’s for approval using the proper chain of command.

• Take minutes for departmental meetings and apply them to an up-dated agenda upon request.

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Do any and all typing needed.

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Use the telephone to make calls, answer calls, transfer calls and dispatch information for company business.

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Take and deliver messages when voice mail is not used.

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Use the radio to dispatch information to the proper areas.

• Assist all personnel so that time sensitive information is managed properly.

• Process costing information for all chargeable centers relaying to proper billing centers, and review documents for accuracy. (Billables, Contracts, Letters and Envelopes, etc.)

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Update and maintain all work orders in our PMS including creating, delivering and closing of work orders.

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Maintain all maintenance log books and file records as needed.

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Prepare all typed correspondence such as new files, contracts and envelopes, and guarantee that the information being sent is accurate and correct.

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Must proof all correspondence for spelling accuracy, appearance, professionalism, and correct all mistakes. If mistakes are discovered all errors and inconsistencies will be corrected by the party preparing the document, so that the most professional appearing documents will be sent..

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Make copies for the business.

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Keep vendor folders in orderly fashion. .

• Send, Retrieve, and Deliver Mail, Email, and Faxes.

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Maintain an appointment book for Maintenance Managers and be able to direct outside vendors for appointments or communication with the maintenance department

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Work with all positions to maintain the operational effectiveness needed in all operations, while

Delivering superior quality and service at all times.

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Set and ensure compliance with, standards of quality for all services completed by this department. All standards will be consistent with the goals and objectives already established by the resort as a whole.

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Maintain compliance with all legal requirements, codes, cleanliness and sanitation standards.

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Work with all the managers to help develop better methods for training employees.

• Work with those managers to implement the training methods and procedures which are recommended.

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Safeguard and protect all company assets in his or her care.

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Make decisions in a timely manner.

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Demonstrate good judgement in investigating and solving problems.

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Safeguard the confidentiality of customer, company and employee information.

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Take all opinions and suggestions under advisement before making decisions of major proportion, while assuming full weight of the decisions themselves.

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Maintain a cooperative working relationship with guests and the entire staff.

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Handle difficult situations tactfully.

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Consistently show the ability to recognize and deal with priorities.

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Meet deadlines for timesensitive activities.

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Complete all obligations; do what has been committed.

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Maintain a wellgroomed, professional appearance appropriate for the position and the situation.

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Perform all other duties that may be deemed appropriate by the Maintenance Department Mangers

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The incumbent will conduct all dealings on behalf of this company and in their personal lives with the highest ethical standards and moral integrity. Must be able to communicate effectively and with proper conjecture toward others.

• NO work will be taken home. No document or file will leave Chula Vista premise for any reason, unless authorized by the CEO. All work being completed is solely the property of Chula Vista Resort and not available to anyone accept Chula Vista Resort in the event of a Dismissal, Leave of Absence, Promotion, or any other act of this kind.

Educational Requirements:

Required: Must be able to type 50 words per minute.

Preferred: Same

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Experience Required:*

Preferred: Negotiable

Skills, Knowledge and Abilities:

The ability to work with other people effectively in a staff position is important. Must have the ability to think creatively regarding solving problems as they occur.

Physical Requirements:

Body Positions: Sitting, standing for long periods.

Body Movements: Walking, turning head and torso, bending arms, wrists and fingers.

Body Senses: Must have full use of eyes and ears, full power of speech.

Mental Requirements:

Mathematics: Must be able to do routine arithmetic calculations necessary for pricing, margins and
costs. Must have the ability to prepare budgets and interpret financial operating
statements. Proficient computer skills in, but not limited to Word, Excel, Access and
PowerPoint.

Language: Must be able to communicate in English, both verbally and in writing, well enough to give
Instructions, relay information, and carry on effective interchange with customers, vendors,
company staff.

Job Type: Part-time

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