Operations Admin Assistant

Omni Nashville Hotel

The Omni Nashville Hotel was specially created to be an authentic expression of Nashville's vibrant music culture. Across from the Music City Center, the luxury hotel is a one-of-a-kind experience, fully integrated with an expansion of the Country Music Hall of Fame and Museum on four levels. Located on Fifth Avenue between Demonbreun and Korean Veterans Blvd. The Omni Nashville Hotel design is a modern expression of the city’s distinct character, incorporating natural materials, exposed steel and regional limestone. The multi-story hotel and expanded museum shares meeting and entertainment space and brings additional restaurants and retail venues to this dynamic destination in downtown Nashville.

The Omni Nashville Hotel's associates enjoy a dynamic and exciting work environment, comprehensive training and mentoring, along with the pride that comes from working for a company with a reputation for exceptional service. We embody a culture of respect, gratitude and empowerment day in and day out. If you are a friendly, motivated person, with a passion to serve others, the Omni Nashville may be your perfect match.

JOB DESCRIPTION

No Job Description for a position can possibly include all duties which may be requested by guest or required by the hotel. The objective of all positions is to effectively provide the services personally, or to immediately refer requests to the appropriate department manager. The following is a summary of the major responsibilities of the position.

DEPARTMENT: Operations

JOB TITLE: Operations Administrative Assistant

REPORTS TO: Director of Food & Beverage, Director of Rooms

JOB PURPOSE:

To assist the Director of Food & Beverage and Director of Rooms in maintaining administrative matters for the Food & Beverage and Rooms departments.

ESSENTIAL JOB FUNCTIONS:

• Fulfill general office duties: typing, filing, phone answering, etc.
• Maintain property operations log, P.O. ledger, balance ledger to General Ledger monthly, assist in maintaining inventories and ordering supplies.
• Assume administrative duties in accordance with changing requirements.
• Assist with Payroll by maintaining schedules, daily attestation and requests.
• Is courteous, tactful, and helpful, but firm in enforcing hotel policies and procedures.
• Able to keep accurate records and communicate using radio equipment.
• Maintain files and records with effective filing systems.
• Follow office work-flow procedures to ensure maximum efficiency.
• Support other departments with various administrative tasks (redirecting calls, disseminating correspondence, scheduling meetings etc.).
• Greet and assist visitors when they arrive at the office, assisting in settling customer complaints or issues.
• Design and layout all menus and promotional materials for all restaurant outlets.
• Design all promotional material to include posters, flyers, tent cards, food signs, signage for the hotel, and coupons.
• Gathers and organizes all materials for End of Month reports including checkbook audits and CARE completion reports.
• Provide administrative support and complete special projects as assigned by the Director of Food & Beverage and Director of Rooms.
• Maintain stationary supplies & proper filing systems.
• Prepare meeting timelines and documents for departmental and cross-departmental needs.
• Ensure work area is clean and clear of standing water, debris or any objects that can obstruct the job duties from being performed safely, efficiently, and effectively.

QUALIFICATIONS:

• Minimum six months administrative experience and/or customer services role with consistent guest interaction and guest resolution responsibilities. Hotel experience strongly preferred.
• Able to deliver and communicate to diverse crowd of associates.
• The ability to work in a fast-paced high-pressure work environment while executing delegated tasks and assignment.
• Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management, and co-workers. This includes via email, telephone, and two-way radio.
• Ability to prioritize, organize and follow up on requests and needs in a fast-paced environment.
• Able to evaluate and select among alternative courses of action quickly and accurately, identifying and solving problems as necessary.
• Must have strong computer skills, including advanced proficiency in Microsoft Office programs, Internet research, and the ability to quickly learn new software.
• Highly motivated self-starter focused on quality, organization, guest service and teamwork.
• Must be able to work independently and successfully complete projects with minimal oversight.
• Exceptional organizational skills with the ability to prioritize and multi-task effectively.
• Must be able to maintain a professional appearance and create a welcoming environment for potential and current associates.
• Must be willing to work a flexible schedule to include evenings and weekends as needed.

ENVIRONMENT & POSITION ANALYSIS

• Move, bend, lift, carry, push, pull, and place objects weighing up to 40 pounds without assistance.
• Stand, walk or sit for an extended period, or for an entire work shift.
• Requires repetitive motion, including utilizing telephone/computer for an extended period or for an entire shift.

TOOLS & EQUIPMENT:

• Desktop computer (Opera, Alice, Synergy, Microsoft Office, Kronos, Delphi, Meeting Matrix, Open Table, Micros terminals, Birchstreet), printer, telephone, copier, fax machine, two-way radio dispatch, scanner

Omni Hotels & Resorts is an equal opportunity/AA/Disability/Veteran employer. The EEO is the Law poster is available using the following link: EEOC is the Law Poster. Omni Hotels & Resorts does not discriminate on the basis of any protected category with respect to the payment of wages.