Administrative Assistant/ Guest Services
Vacancy expired!
Administrative Assistant Job Description:
Administrative Assistant
This role is vital to the season running smoothly. The position of Administrative Assistant needs someone detail-oriented, organized, with good people skills, and the ability to take some initiative. You will be dealing with vendors and guests, handling reservations, managing website content, and working alongside the marketing team, to name a few things.
This is a job with many hats, but with some training to help you get started it can be a very fulfilling role. You'll be working closely with many other members of our team. Rawah Ranch thrives best when the administrative team works together, after all.
Administration Duties
Manage and respond to all potential client inquiries, by phone, email and alternate communications platforms
Ensure that phone calls are being answered at all times either by the Administrative Assistant during designated office hours, or by Sabre Agents during off-hours and overflow (I.e., missed calls)
Field all inbound third-party phone calls and emails and respond or delegate to management appropriately for response; follow up with all outstanding requests as needed (including, but not limited to: Solicitors, donation requests, media proposals, and marketing offers, etc.)
Media Content Management
Manage and maintain accurate content, as well as making copy and media revisions as needed, on all visible web platforms including the Rawah Ranch website, Host websites, and Job posting platforms.
Support executive management by communicating with third-party contractors.
Maintain updated and organization of passwords, credentials, active individual contacts and service information about all third-party contractors
Schedule and participate in ongoing weekly/monthly administrative meetings and/or projects required by all third-party contractors
Support executive management with any administrative project requests on an ongoing basis.
Create and update ranch paperwork and guest forms as needed
Facilitate as-needed administrative projects:
Manage any trade and travel show related information, payments, and hotel reservations as required.
Handle Property Management Program Administration:
Think Reservations – Set up merchandising, communications templates, payment reminders, etc.
SynXis – Complete necessary platform training in order to make revisions to GDS content and live booking engine availability
Square – POS System during season
Support executive management by creating systems for staff communication during the season.
Maintain up-to-date weekly guest itineraries for all Heads of Departments, making all needed updates immediately for staff review
Maintain a comprehensive guest-file process for digital organization of all guest paperwork and communication between Administrative Assistant, Front Desk Receptionist, and Management
Establish and maintain good working relationships with all Heads of Departments, as well as logging lead calls, bookings, and Think Reservation Reports weekly for management.
Submit monthly Hyatt/SLH availability reports
Guest Relations and Reservation Management
Ensure familiarity with all current ranch offerings and policies, and that updated information is reflected on all platforms so that potential clients are receiving consistent information about Rawah Ranch regardless of content source (phone, online, trade shows, etc.)
Maintain excellent communication with all potential and current clients by responding to party questions and assisting with pre-trip planning, as well as ensuring a quick turn-around response time to all clients—as soon as possible, or within no more than one business day
Input all new reservations into Property Management System and Live Booking Engine Platform to ensure accurate availability and to avoid double bookings
Process guest payments and manage all guest paperwork, keep all guest files updated with accurate contact information, forms on file, and organized for access by Heads of Departments during the season by keeping track of them and sending weekly reports to Management for review
Log Guest Welcome Packets before their arrival
Marketing Support
Work closely with Marketing Director to create content for monthly e-blast promotional offers
Manage the ranch’s e-marketing database by regularly importing and organizing all new contacts from: Sales Trips, Trade & Travel Shows, Subscription Campaigns – Resorts & Lodges, Online Subscribers, Independent Requests, etc.
Work closely with Marketing Director to draft, revise and send the quarterly newsletter, including gathering content from other departments and managing communications and deadlines for all ad and media related projects.
Write a monthly blog post featuring market-appropriate content to boost SEO
Manage a social media calendar, as well as social media posts across three platforms.
Skills and Abilities
Excellent communication and interpersonal skills
Able to speak and write concisely
Technical aptitude, able to learn new software and programs
Ability to balance priorities and meet deadlines
Able to work both independently and as part of a team.
Vacancy expired!