Administrative Specialist

About Evermore 

Evermore Orlando Resort is an innovative 1,100-acre resort adjacent to Walt Disney World® featuring centrally owned upscale and upsized vacation rental homes, flats & villas, a luxury Conrad hotel, 36 holes of world-class Jack Nicklaus golf, and a massive 20-acre tropical beach complex around Evermore Bay, our 8-acre crystalline water amenity by Crystal Lagoons®. The surrounding beach areas feature zero-entry swim areas, bars, cabanas, private firepits, a lively food hall & gourmet market, a casual dining restaurant, and an event Boathouse that will provide a picture-perfect backdrop for weddings, banquets, and corporate meetings. Evermore is building a team that will bring these experiences to life and is seeking individuals who want the challenge of building this exciting resort experience.  

Key Responsibilities:  

• Provide administrative support to the Director and Management Team in providing analysis, documentation, and reports as needed.
• Manage office equipment and communicate with IT Department to resolve any issues.
• Works closely with other departments to help resolve resort operational demands.
• Communicate with Human Resources to resolve Team Member issues with UKG.
• Handles incoming calls from vendors and guest complaints and will assist to resolve them.
• Sort incoming correspondence and check mail daily.
• Organizes and maintains file system, correspondence, and other records.
• Arrange conference calls and set appointments as requested.
• Conduct research and compile statistical reports as needed.
• Track employee absences and tardies and notify managers of occurrence levels.
• Verifies payroll including, time punches and PTO forms.
• Verifies, submits and tracks payroll for contract labor.
• Order office supplies as needed.
• Maintain inventory of Personal Protective Equipment.
• Maintains records of all equipment issued to Team Members.
• Processes vendor invoices for Director approval and tracks expenses in Checkbook.
• Communicate with vendors to coordinate services as needed.
• Balance Golf Maintenance general ledger daily and communicate with Accounting as needed.
• Track and create weekly expense reports for the Director of Golf Course Maintenance.
• Maintain communication boards with current information and updates as needed.
• Maintain STOs and update as needed. Assist Managers with creating new STOs as needed.
• Responsible for maintaining OSHA-required SDS physical binder and electronically.
• Collects, inspects, reports, and files chemical and fertilizer application records monthly and notifies managers of any discrepancies or missing information in the application records.
• Coordinates with Managers to collect, track, file, and prepare Consumptive Use Permit readings monthly for Director to submit to SFWMD.
• Coordinates with Turf Equipment Manager to collect, tabulate, prepare, file, and submit monthly Fuel Usage reports to accounting.
• Work on special projects as requested by leadership.
• Create forms as needed.
• Communicates and coordinates all pertinent information with other departments.
• Assist the management team with the timely completion of reviews and employee-related paperwork by tracking and communicating deadlines.
• Assist the managers with time tracking daily to control overtime.
• Responsible for monitoring the Canteen and communicating to Director any issues.
• Organizes and files all monthly compliance reports and notifies Director if out of compliance.
• Take appropriate steps to address emergency situations impacting the department.
• Practice excellent telephone etiquette (smile in voice) always. Be alert, courteous and helpful.
• Maintain the highest level of employee/guest relations and keep confidentiality.
• Maintain a good working relationship with all Departments.
• The ability to work various shifts or days of the week according to business needs.
• Be familiar with all property amenities.
• Keep storage area clean, organized, and stocked.
• Follow all company safety and security policies and procedures.
• Report maintenance defects to Manager.
• Perform other duties as assigned.

Education, Skills, and Experience 

• High school diploma or equivalent work experience
• Two years’ experience in the hospitality industry or in a professional, office environment.
• Computer literate with above-average proficiency in Microsoft Word, Outlook, Publisher, Excel, and PowerPoint.
• Experience with processing invoices, maintaining a monthly budget, and expense reports.
• Ability to track and monitor weekly and monthly federally mandated reports.
• Previous accounts payable and accounts receivable experience preferred.
• Excellent oral and written communication skills.
• Experience with inputting payroll and verifying hours for employees.
• Detail-oriented and able to handle multiple tasks at once.
• Ability to work independently with minimal supervision.
• Capable of performing roles in a busy work environment
• Good organizational and follow-through skills.
• Understanding the basic principles of golf is a plus.
• Proficient in reading safety procedures and operating guidelines/instructions in English

Physical Requirements 

•  Able to stand, walk, stoop, kneel, bend, and/or reach repeatedly.
•  Able to be on sit for long periods of time.
•  Manual dexterity of hand to use all equipment
•  Primary work inside with air conditioning.

We are an innovative workplace; seeking great people like you!!  Our Work Culture 

Our team is impassioned to master group gatherings in Orlando and aims to inspire guest confidence in the vacation rental experience and goes the extra mile to make the process of planning big trips “easy on purpose”. We’re building a brand-new hospitality asset class in Orlando and seek those that feel at home in a dynamic, fast-paced environment with a curiosity to seek and deliver outstanding service with a good sense of humor to enjoy the process. We seek quality Team Members who will demonstrate what it means to be a good neighbor to our guests. We offer an inclusive, team-oriented work environment and are working to build the most professional hospitality team in the industry. 

We offer our Team Members competitive pay, along with a range of benefits including FREE Life Insurance, FREE Short-Term Disability, FREE Long-Term Disability, and a Wellness program. Additionally, we provide affordable health benefits, including Medical, Dental, and Vision coverage for your dependents. Furthermore, we offer a 401K with employer match, a robust paid time off policy, parental and grandparent leave, as well as family and pet bereavement leave. We also have unique policies in support of our team and significant relationships in their lives. Are you ready to join us? We can't wait to meet you!

EOE/M/F/D/V