Administrative Assistant (Multi-Department) - Waldorf Astoria Park City

Waldorf Astoria Park City is looking for a Multi-department Administrative Assistant to join our Team!

As the only luxury hotel with slope side access to Park City, this award-winning Forbes 4-Star boutique property has over 150 rooms, 4,000 square feet of banquet space, and 3 food and beverage outlets offering elevated comfort food inspired by mountain regions from around the world. This includes a 3-meal restaurant, seasonal pool restaurant, and in-room dining.

• Classification: Full-Time
• Schedule: Monday-Friday typically from 8:30am - 5:00pm

The ideal candidate will have previous administrative experience in a fast-paced environment and prior hotel experience is a plus. To successfully fill this role, you should maintain the attitude, behaviors, skills, and values that follow:

• Excellent verbal and written communication skills
• Excellent administration and IT skills
• Committed to delivering a high level of customer service, both internally and externally
• Flexibility to respond to a range of different work situations
• Ability to work under pressure
• Integrity when dealing with high confidential information
• Great customer service skills and a great positive attitude!

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The ideal candidate will have previous administrative experience in a fast-paced environment and prior hotel experience is a plus. To successfully fill this role, you should maintain the attitude, behaviors, skills, and values that follow:

• Excellent verbal and written communication skills
• Excellent administration and IT skills
• Committed to delivering a high level of customer service, both internally and externally
• Flexibility to respond to a range of different work situations
• Ability to work under pressure
• Integrity when dealing with high confidential information
• Great customer service skills and a great positive attitude

Specifically, you will be responsible for performing the following tasks to the highest standards:

• Carry out daily administrative activities of the Engineering, Food & Beverage & Culinary team while adhering to Hilton Standards, policies and procedures
• Contacting vendors as needed
• Ensure all communications, particularly relating to Team members, owners, guests and the Corporate office are handled promptly and professionally
• Receive and distribute mail, ensure outgoing mail is dispatched in a timely manner
• Maintain adequate supplies of office stationary
• Identify and build internal and external relationships
• Carry out all filing
• Comply with all key security mandates
• Report any maintenance issues or hazards
• Report defective materials and equipment
• Assist with special projects related to the Teams
• Review, verify, organize and record invoices into our systems, ensuring the accuracy of invoice numbers, dates, pricing units and G/L coding. Match invoices against purchase order receipts and inventory/goods receipt records. Identify and investigate invoice discrepancies, to include variances between quantity received and quantity invoiced, pricing and unit measurements
• Forward invoices to the appropriate department manager for approval. Maintain follow up as needed. Review supplier statements to verify that all invoices are received and entered; follow up with a supplier for any missing invoices. Respond to supplier inquiries in a timely manner. Research information internally towards efficient resolution. Escalate complex issues to the appropriate manager. Take initiative in communicating with suppliers for scheduled ship dates, and maintain scheduling calendar for incoming shipments
• Provide general administrative and office support, to include arranging meetings, office lunches/ breakfasts, and post-meeting tidy up
• Other duties as assigned, as business needs deman