Spa Administrative Assistant: Full-Time in Rancho Santa Fe, California at Rancho Valencia Resort & Spa

SUMMARY

The Spa Administrative Assistant offers support to the Director of Spa and members of the Spa leadership team. The person in this role is highly motivated individual responsible for providing administrative support to the Spa management team. Duties include but are not limited to drafting and submitting purchase orders, conducting bi-monthly inventory of operating supplies, assisting in preparation of reports, and submitting and following up on maintenance requests. The Spa Administrative Assistant will work dynamically with the Director of Spa and members of the Spa leadership team to complete special tasks, assignments, and other needs.

ESSENTIAL FUNCTIONS

• Execute a bi-monthly operating supplies inventory and drafting purchase orders for management’s approval.
• Monitor operations inventory stock levels.
• Draft purchase orders for management’s approval.
• Maintain office supply and paper orders as it fits into monthly budget.
• Assist with bi-monthly operating supplies inventory.
• Assist with special projects as assigned by management.
• Assist with spa walk-throughs noting special areas that need cleaning or maintenance attention.
• Act as liaison between spa and maintenance. Establish a tracking system to maintain work statuses and ensure completion of work requested. Staff will report any engineering concerns to Spa Administrative Assistant.
• Maintains and updates all resort documents such as phone lists, service provider qualification sheets, treatment cheat sheets, etc.
• Maintains full working knowledge of all spa equipment. Coordinates equipment maintenance as necessary.
• Creates basic spreadsheets, PowerPoint presentations and other Word documents as directed.
• Maintains form files and inventories.
• Provide administrative support to managers within the department.
• Actively participates in safety programs representing Spa team and abides by all injury reporting and safety behavior requirements.
• Participates in and supports hotels efforts towards community service, sustainability and environmental initiatives.
• Executes assigned projects with minimal supervision.
• Perform other duties as directed, developed or assigned.

QUALIFICATIONS

Required

• A true desire to satisfy the needs of others in a fast paced environment.
• Refined verbal and written communication skills.
• Proficient knowledge of computer applications.
• Previous administrative or applicable experience required.
• General knowledge of upscale clientele.
• Ability to communicate in English with vendors, guests and staff to their understanding.

Desirable

• Previous experience working at a luxury resort.
• Four year College Degree.

SKILLS

Required

• Ability to work under own initiative in a fast-paced environment.
• Strong interpersonal skills.
• Previous retail experience
• Proficient with all Microsoft Office programs.
• Type a minimum of 50 words per minute.

PHYSICAL DEMANDS

• Frequent or occasional need to perform the following physical activities: reaching, bending, pushing, pulling, twisting, lifting, and climbing. Have frequent need to perform standing and walking activities related to inspecting property.
• Constant need to perform the following physical activities: grasping, turning, finger dexterity.
• Occasional need to stand for long periods of time.
• Lifting/carrying up to 15 lbs. frequently and 25 lbs. occasionally.
• Vision requirements: constant need to view small print. Frequent need to see small details and things clearly beyond arms’ reach.
• Hearing requirements: constant need to speak on telephone and/or two-way radio, respond to general public and converse with staff. Ability to hear fire alarms and emergency equipment.

Salary: $20 per hour