Hospitality Services Administrative Assistant

Works with minimal supervision coordinating all activities and providing administrative support for Hospitality Services to include housekeeping, food services and building maintenance. Works with Assistant manager to keep department organized for future events as well as daily, weekly and monthly tasks. Works under the direction of the Manager, Assistant Manager, Executive Chef, Housekeeping Supervisor and Building Maintenance Lead for tasks for the department.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

General Administrative & Communication

• Responsible for answering and following up on all phone calls and interoffice mail.
• Communicates with all departments and vendors as needed as the “face” of the department.
• Makes copies and assists with general administrative support.
• Assists with projects and other work as assigned.
• Researches procedures, items, ideas, and requests.

Financial & Accounting Responsibilities

• Processes all invoices.
• Handles leadership credit card reconciliation and reports.
• Works closely with the Executive Chef on credit card reconciliation and in-house billing.
• Enters requisitions in NAV with proper coding.
• Prepares requisitions for supplies and completes most online ordering.
• Responsible for end-of-month accounting procedures.
• Assists in budget tracking.
• Handles money bags, audits, and POS system reports.
• Responsible for cash drawers and opening/closing duties of the POS system, and can work a register if needed.
• Manages the Petty Cash box for Hospitality Services.

Scheduling, Coordination & Events

• Maintains a department calendar with all events and set-ups for housekeeping, food services, and building maintenance.
• Assists in prioritizing incoming work requests for housekeeping and building maintenance.
• Schedules repairs and maintenance of equipment.
• Assists in coordinating events, projects, and activities with the Assistant Manager.
• Helps create event timelines and monitors progress to keep the team on schedule.
• Works before, during, and after events or activities as needed.
• Assists with linens, dishes, and related event materials.
• Works closely with the Assistant Manager to execute planning and timelines for events.

Inventory & Systems

• Maintains inventory databases for department and campus inventory assigned to the Manager.
• Handles responsibilities related to the POS system (cash drawers, audits, reports, opening/closing procedures).
• Enters requisitions and maintains proper coding in NAV.

Volunteer Coordination

• Trains and schedules volunteer cashiers for all registers, including the Passage at the church.

Certifications

• Required to obtain all OSHA certifications needed for the department.
• Required to obtain a Texas Food Handler License (paid for by the department).

General Support Duties Across Departments

• Performs a wide range of functions and assists other departments as needed, including:
• Housekeeping: cleaning, organizing, laundry, ironing, etc.
• Food Services: cooking, barista duties, dishwashing, etc.
• Building Maintenance: setups and tear-downs.