Administrative Assistant
Department: Administration
Reports To: General Manager
Employment Status: Full-Time, Non-Exempt
Property: Hilton Garden Inn Kansas City Riverside
Management Company: Scarlett Hotel Group
Position Summary
The Administrative Assistant provides administrative support to the hotel’s General Manager, Sales Department, and Accounting functions. This position performs routine accounting tasks, maintains organized business records, supports group reservations and sales administration, assists with social media activity, and helps ensure accurate communication between hotel departments.
The ideal candidate is organized, dependable, detail-oriented, and able to manage confidential information and multiple priorities in a fast-paced hotel environment.
Essential Duties and ResponsibilitiesAccounting and Financial Support
- Review invoices for accuracy, appropriate approvals, and supporting documentation.
- Code invoices to the appropriate general ledger accounts and departments.
- Enter, organize, scan, and submit invoices according to established accounting procedures.
- Maintain accounts payable files and research invoice or payment discrepancies.
- Support accounts receivable activities, including preparing invoices, posting payments, monitoring account balances, and following up on past-due accounts.
- Assist with direct-bill applications, credit references, and account setup.
- Review group and house-account billing for accuracy.
- Research disputed charges and provide supporting documentation to clients.
- Assist with credit-card reconciliations, expense reports, deposits, and other routine reconciliations.
- Maintain organized financial records in accordance with company record-retention requirements.
- Assist the General Manager with financial reports, month-end documentation, and other accounting projects.
- Protect confidential financial, employee, guest, and client information.
Sales and Group Administration
- Provide administrative support to the Director of Sales and hotel leadership.
- Enter and maintain accurate account, contact, group, and activity information in Hilton-approved sales systems.
- Prepare proposals, contracts, correspondence, reports, and sales materials.
- Receive, enter, and update group rooming lists accurately and within required deadlines.
- Coordinate group reservations, room types, special requests, billing instructions, and changes with the Front Office and Reservations teams.
- Monitor group room blocks, cutoff dates, pickup, and reservation discrepancies.
- Prepare group resumes and other documents needed to communicate group requirements to hotel departments.
- Maintain organized electronic and physical files for definite, tentative, lost, and completed business.
- Assist with client communications, appointment scheduling, hotel tours, sales meetings, and follow-up.
- Help maintain account-production reports, sales activity reports, calendars, and contact databases.
- Assist with meeting-room and small-group bookings when assigned.
- Support the transition of booked business from Sales to Operations.
Social Media and Marketing Support
- Maintain the hotel’s approved social media accounts and posting calendar.
- Create and schedule professional posts featuring the hotel, amenities, team members, community partnerships, local events, and promotions.
- Monitor comments, messages, tags, and mentions and refer guest concerns or sensitive matters to hotel leadership.
- Respond to routine social media engagement using approved brand and company guidelines.
- Maintain consistency with Hilton and Scarlett Hotel Group branding requirements.
- Assist with taking and organizing appropriate hotel photographs and other approved content.
- Monitor account activity for inaccurate, inappropriate, or unauthorized content.
- Track basic engagement results and provide periodic social media activity reports.
- Assist with updating local listings, event calendars, sales collateral, and promotional materials.
- Obtain management approval before publishing promotions, pricing, official statements, or sensitive content.
General Administrative Support
- Answer telephone calls, respond to routine correspondence, and direct inquiries appropriately.
- Maintain calendars, schedule appointments, and coordinate meetings.
- Prepare meeting agendas, take notes, and distribute follow-up items when requested.
- Order and maintain office supplies within established budget guidelines.
- Organize electronic and physical records so information can be located efficiently.
- Assist with preparing presentations, spreadsheets, reports, and other business documents.
- Support hotel events, community activities, employee recognition, and special projects.
- Communicate professionally with guests, clients, vendors, ownership representatives, and team members.
- Assist other hotel departments when necessary to support guest service and business operations.
Qualifications
- At least one year of administrative, accounting, sales-support, or hotel experience is preferred.
- Previous hospitality experience is preferred.
- High school diploma or equivalent is required. Additional education in accounting, business, hospitality, or a related field is preferred.
- Basic understanding of accounts payable, accounts receivable, invoice coding, and business records.
- Strong attention to detail and commitment to accuracy.
- Excellent organization, communication, and time-management skills.
- Ability to manage multiple assignments and meet deadlines with limited supervision.
- Ability to handle confidential information with discretion.
- Proficiency with Microsoft Outlook, Word, Excel, and common office technology.
- Experience with hotel systems, accounting software, CRM platforms, or social media management is preferred.
- Professional written communication and proofreading skills.
- Ability to work cooperatively across multiple hotel departments.
Physical Requirements
- Ability to perform administrative and computer work for extended periods.
- Ability to move throughout the hotel and attend meetings in different areas.
- Ability to occasionally lift and transport office materials weighing up to 25 pounds.
- Reasonable accommodations may be provided to enable qualified individuals with disabilities to perform the essential functions of the position.
Other Duties
This job description does not contain a complete list of every responsibility associated with the position. Duties, schedules, and assignments may be modified based on business needs. Nothing in this job description changes the at-will nature of employment.
Work Location: In person
