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Administrative Assistant

at HCareers

Posted: 11/2/2020
Job Reference #: 9447_1544733
Keywords: office

Job Description

Highgate Hotels

Highgate is a leading real estate investment and hospitality management company widely recognized as an innovator in the industry. Highgate is the dominant player in major U.S. gateway cities including New York, Boston, Miami, San Francisco and Honolulu, with a growing Caribbean and Latin America footprint. The hospitality forward company provides expert guidance through all stages of the property cycle, from planning and development through recapitalization or disposition. Highgate has a proven record of developing its diverse portfolio of bespoke lifestyle hotel brands, legacy brands, and independent hotels and resorts with contemporary programming and digital acumen. The company utilizes industry-leading revenue management tools that efficiently identify and predict evolving market dynamics to drive outperformance and maximize asset value. With an executive team consisting of some of the most experienced hotel management leaders, the company is a trusted partner for top ownership groups and major hotel brands. Highgate maintains corporate offices in New York, Chicago, Dallas, London, Miami, and Seattle. www.highgate.com .


The all-new, vibrant 'Alohilani Resort Waikiki Beach blends indoor and outdoor luxury to elevate the experience of Oahu resorts. Every space has been envisioned by award-winning design firm, Rockwell Group. Fresh, welcoming and relaxing, it's an oasis of tranquility in the heart of Waikiki.

Experience our spacious, welcoming lobby and captivating 280,000 gallon Oceanarium unique to Honolulu resorts. Coming soon, the destination pool deck with private cabanas will offer a saltwater infinity pool, a shallow-water pool and club for kids, and a pool bar that seamlessly transitions from day to night. With a location steps from Waikiki Beach, it's where Hawaii vacations turn moments into memories.

Our resort is proudly named in honor of Queen Lili'uokalani, the last reigning monarch of the Hawaiian Kingdom. Beloved by her people, she was a music composer, an author and an ardent supporter of her culture. Her spirit is infused into the resort, which shares the same privileged location as her beachside home Ke'alohilani, meaning the royal brightness. Welcome to a fresh perspective on resorts in Waikiki. 'Alohilani Resort Waikiki Beach.

Employment Status



The Administrative Support Specialist is responsible for general office administration, purchasing, payroll processing, scheduling, assisting Food & Beverage venues in booking cabana reservations. Supervisory duties to assist the General Manager, Rooms Division and Food &Beverage Division. He/she is also responsible for providing attentive, courteous and efficient service to all guests. This individual supports the Rooms and Food & Beverage Leadership team in achieving collective goals, through assistance with project-based duties to ensure a smooth operation.


Fundamental Requirements

    - Greet and welcome all guests in accordance with Highgate Hotel standards.
    - Answer guest inquires about hotel and conference center services, facilities and hours of operation in a timely manner.
    - Answer telephone and email messages. Respond accordingly.
    - Completes ordering for Rooms and Food & Beverage resources as needed, including department office supplies, continuously maintaining a responsibility to budget. Ensures all orders are completed via Birchstreet, with invoices signed-off and submitted to accounting expeditiously for payment.
    - Complete and distribute weekly department schedules.
    - Complete all applicable payroll functions for Rooms and Food & Beverage and turn in a timely manner.
    - Maintain and stay abreast of the latest computer programs/innovations (as applicable).
    - Open and distribute mail.
    - Support any administrative or special project needs as directed by GM, Dir of Front Office, Dir of Housekeeping, Dir of Restaurants & Bars
    - Filing of all pertinent correspondence in a timely manner.
    - Type all correspondence pertaining to department.
    - Maintain adequate inventory of office supplies.
    - Responsible for the smooth operation of the office.
    - Maintain trace file as needed.
    - Collect general venue reservations, or RSVPs for hotel event initiatives, assigning seating or cabana requirements as required.
    - Maintain consistent communication interdepartmentally. Liaise to effectively plan and execute special events and initiatives, including site inspections, FAMs, holidays activations, large reservations or any pool or service closures.
    - Assist with including but not limited to: answering MOD phone, booking Cabana/Swell reservations, monitoring pool & dining email.
    - Coordinating amenities for inquiring guests, sales, and VIPs.
    - Helping with setup for holidays and special events.
    - Perform other duties as requested by management.

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!