Job Description

Waldorf Astoria Park City is looking for a Multi-department Administrative Assistant to join our Team!

As the only luxury hotel with slope side access to Park City, this award-winning Forbes 4-Star boutique property has over 150 rooms, 4,000 square feet of banquet space, and 3 food and beverage outlets offering elevated comfort food inspired by mountain regions from around the world.  This includes a 3-meal restaurant, seasonal pool restaurant, and in-room dining.

• Classification: Full-Time
• Schedule : Monday-Friday typically from 8:30am - 5:00pm 

The ideal candidate will have previous administrative experience in a fast-paced environment and prior hotel experience is a plus. To successfully fill this role, you should maintain the attitude, behaviors, skills, and values that follow:

• Excellent verbal and written communication skills
• Excellent administration and IT skills
• Committed to delivering a high level of customer service, both internally and externally
• Flexibility to respond to a range of different work situations
• Ability to work under pressure
• Integrity when dealing with high confidential information
• Great customer service skills and a great positive attitude!

Want to learn more? Hotel Website , Hotel Instagram, Facebook , YouTube

What will I be doing?

In this multi-department role, you will provide assistance to the Engineering, Food & Beverage & Culinary team with administrative support including typing, filing, invoicing, answering telephones, maintaining appointment calendar, making travel arrangements, note-taking and other general office duties. This will also include preparing and typing correspondence and complex numerical/financial reports, as directed.

Specifically, you will be responsible for performing the following tasks to the highest standards:

• Carry out daily administrative activities of the Engineering, Food & Beverage & Culinary team while adhering to Hilton Standards, policies and procedures
• Contacting vendors as needed
• Ensure all communications, particularly relating to Team members, owners, guests and the Corporate office are handled promptly and professionally
• Receive and distribute mail, ensure outgoing mail is dispatched in a timely manner
• Maintain adequate supplies of office stationary
• Identify and build internal and external relationships
• Carry out all filing
• Comply with all key security mandates
• Report any maintenance issues or hazards
• Report defective materials and equipment
• Assist with special projects related to the Teams
• Review, verify, organize and record invoices into our systems, ensuring the accuracy of invoice numbers, dates, pricing units and G/L coding. Match invoices against purchase order receipts and inventory/goods receipt records. Identify and investigate invoice discrepancies, to include variances between quantity received and quantity invoiced, pricing and unit measurements
• Forward invoices to the appropriate department manager for approval. Maintain follow up as needed. Review supplier statements to verify that all invoices are received and entered; follow up with a supplier for any missing invoices. Respond to supplier inquiries in a timely manner. Research information internally towards efficient resolution. Escalate complex issues to the appropriate manager. Take initiative in communicating with suppliers for scheduled ship dates, and maintain scheduling calendar for incoming shipments
• Provide general administrative and office support, to include arranging meetings, office lunches/ breakfasts, and post-meeting tidy up
• Other duties as assigned, as business needs demand

What are we looking for?

Since being founded in 1919, Hilton has been a leader in the hospitality industry. Today, Hilton remains a beacon of innovation, quality, and success. This continued leadership is the result of our Team Members staying true to our Vision, Mission, and Values. Specifically, we look for demonstration of these Values:

• Hospitality - We're passionate about delivering exceptional guest experiences.
• Integrity - We do the right thing, all the time.
• Leadership - We're leaders in our industry and in our communities.
• Teamwork - We're team players in everything we do.
• Ownership - We're the owners of our actions and decisions.
• Now - We operate with a sense of urgency and discipline

In addition, we look for the demonstration of the following key attributes:

• Quality
• Productivity
• Dependability
• Customer Focus
• Adaptability

What will it be like to work for Hilton?

Hilton is the leading global hospitality company, spanning the lodging sector from luxurious full-service hotels and resorts to extended-stay suites and mid-priced hotels. For nearly a century, Hilton has offered business and leisure travelers the finest in accommodations, service, amenities and value. Hilton is dedicated to continuing its tradition of providing exceptional guest experiences across its  global brands .  Our vision “to fill the earth with the light and warmth of hospitality” unites us as a team to create remarkable hospitality experiences around the world every day.  And, our amazing Team Members are at the heart of it all!

The Benefits - Hilton is proud to have an award-winning workplace culture. 

We support the mental and physical wellbeing of all Team Members so they can Thrive personally and professionally in a diverse and inclusive environment, thanks to innovative programs and benefits such as: 

• Access to your pay when you need it through DailyPay
• Health insurance 
• Career growth and development 
• Go Hilton travel discount program 
• Best-in-Class Paid Time Off (PTO)  
• Supportive parental leave
• Employee stock purchase program (ESPP) - purchase Hilton shares at 15% discount
• Debt-free education : Access to a wide variety of educational credentials (ex. college degrees, high school completion, English-language learning, digital literacy, professional certificates and more)
• Free daily meals
• Free use of on-site fitness center
• Drastically discounted Spa services and spa retail

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