Administrator Assistant line level Part-Time/Fulltime

Holiday Inn Express Charlotte Airport | 108 Airport Commons Dr. Charlotte, NC 28208

We are always looking for people that have a heart for service to join our company. Maya Hotels owns and operates great brands from Hilton, Marriott, & IHG. We understand that creating a desired employee experience is key to helping us deliver exceptional guest experiences and become an employer of choice. We believe that if you take care of your employees, they will in turn take care of your customers and guests.

Position Overview: We are seeking a detail-oriented and organized individual to join our team as a Hotel Administrative Assistant. This role is pivotal in ensuring the smooth operation of administrative tasks within our hotel. The ideal candidate will be proficient in handling various administrative duties, including coding invoices, filing, managing credit card disputes, processing purchase orders (POs), investigating billing discrepancies, and maintaining accurate inventory records. Additionally, this role involves providing support to our front desk operations, including familiarity with the Opera Property Management System (PMS) and assisting with guest interactions when necessary.

Key Responsibilities

• Invoice Coding and Processing: Accurately code and process invoices for payment, ensuring adherence to hotel procedures and accounting standards.
• Filing and Documentation: Maintain organized filing systems for invoices, receipts, and other important documents.
• Credit Card Disputes: Handle credit card disputes promptly and professionally, liaising with relevant parties to resolve issues.
• Purchase Orders (POs): Create and process POs for necessary supplies and services, tracking deliveries and ensuring timely receipt.
• Billing Issue Investigation: Investigate and resolve any billing discrepancies or issues with suppliers and vendors.
• Inventory Management: Monthly input and reconciliation of inventory records, including ordering and maintaining adequate stock levels.
• Front Desk Support: Assist with screening phone calls, handling guest inquiries, and providing support during peak periods.
• Operational System Proficiency: Learn and utilize the Opera PMS system effectively to support front desk operations and guest services.
• General Administrative Support: Provide administrative support to various departments as needed, including assisting with scheduling and coordinating meetings.
  
  

Qualifications And Skills

• Proven experience in administrative roles, preferably within the hotel industry or a similar service-oriented environment.
• Strong organizational skills with the ability to prioritize tasks and manage time efficiently.
• Excellent attention to detail and accuracy in data entry and record keeping.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with accounting software (e.g., QuickBooks).
• Ability to communicate effectively both verbally and in writing, with strong interpersonal skills.
• Willingness to learn and adapt to new systems and procedures, particularly the Opera PMS system, Otelier, Birchstreet, Clientline.
• High school diploma or equivalent; additional qualifications in hospitality or business administration are a plus.
  
  

Working Conditions

• This position typically operates in a professional office environment within the hotel.
• May require occasional evening or weekend availability to support hotel operations.
• Physical demands include sitting for extended periods and occasional lifting of supplies or materials up to 25 lbs.