Administrative Assistant
Langham Hotels International - Los Angeles, CA

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Job Summary

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The Langham Huntington, Pasadena is an iconic landmark hotel since 1907, located at the base of the picturesque San Gabriel Mountains, just minutes from downtown Los Angeles in beautiful Pasadena.

Located on 23 acres with grand historic ballrooms and gardens, the hotel features world-class dining, an award-winning spa and recreational choices such as tennis and nearby golf.

The Langham is the perfect place to stay when you want access to the bustling city while being safely tucked away in your own private haven.

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We are currently looking for an experienced and professional Administrative Assistant for our busy Engineering Department.

Requirement

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The primary responsibility of this role is to manage the daily purchasing process of the Engineering Department and provide administrative support to the Director of Engineering.
Job Requirements: Approximately 80% of the primary function of this role is to manage the day to day purchasing process of the Engineering Department; including but not limited to managing the purchasing order process, reconciling invoices, tracking expenses and data on excel, balancing the department’s checkbook, placing orders and delivery tracking Provide administrative support and prepare business communications including but not limited to meeting notes for the Director of Engineering. Maintain complete knowledge and comply with hotel and engineering departmental policies and procedures. Report for duty punctually and adhere to Hotel Standards of grooming and performance. Ensure all guest service brand standards are met (guest greeting/farewell, use of guest name, etc) in order to achieve the highest level of service. Accommodate all guest requests expediently and courteously. Follow up with designated hotel personnel to ensure completion of request. Handle and track calls regarding maintenance issues reported on the guest response system and facilitate the workflow Successfully complete necessary training/certification process. Set up and organize workstation with necessary supplies. Maintain cleanliness throughout shift. Answer telephone within 3 rings, using correct telephone etiquette. Flexibility in schedule. Create and maintain filing systems, e.g. P.M., work orders, logs and correspondence. Maintain an accurate record and status on all Engineering employees. Receive and distribute work orders for maintenance service to correct departmental personnel, with an emphasis on priorities. Handle telephone calls and act as the receptionist for callers and vendors and direct them to the proper personnel. Must become familiar with engineering terminology in order to process orders and request service from outside companies. Responsible for pricing and purchasing items bought by the Engineering Department, including building, plumbing and heating supplies. Establish and maintain a repertoire with vendors; Expedite the location and lowest cost/highest quality of materials. Maintain the records, files and ledger to provide ready access to purchasing information and status of same. Maintain a follow-up system for materials ordered. Track departmental expenses. Process and code all invoices for purchased items, contract labor and service calls. Must work closely with the Accounting Department to ensure proper payment. Prepare monthly energy consumption reports in accordance with utility management standards Responsible for corporate data regarding monthly Rooms P.M., Mechanical P.M., departmental meeting minutes and miscellaneous reports. Assist in the preparation of annual budgets Assist with the tracking of the Waste Management Program and working with the Green Team Become familiar with and strive to reach and maintain the goals and objectives of this department and the hotel. Maintain safe conditions and procedures in work area; Check working condition of equipment and report all deficiencies immediately to supervisor to be rectified; Report any safety hazards to supervisor. Successfully complete Training Certification Process and review all department safety information (i.e. JHA's and MSDS's); Practice emergency procedures in compliance with hotel/company standards; react and assist in hotel emergencies as needed. Other projects and/or tasks as assigned

SPECIAL SKILLS REQUIRED:
Maintain complete knowledge of: Hotel features/services and hours of operation. Microsoft office to include Word, Excel and PowerPoint Must be proficient in Excel and computation skills Administrative Engineering operations or related field Ability to communicate both verbally and written correspondence with guests and colleagues Generally Accepted Accounting Principles (GAAP) Bilingual in Spanish is an asset

EDUCATION REQUIRED:
High School Graduate or equivalent job experience.

EXPERIENCE REQUIRED:
Two years or more working in a hotel engineering environment is an asset
Previous Luxury hotel experience is an asset
Must have previous administrative or accounting experience

Langham Hotels International - 2 years ago - save job
About this company
Langham has a legendary hotel heritage dating back to 1865 when the Langham Hotel in London originally opened as Europe's first Grand Hotel....