Administrative Assistant

As an Administrative Assistant you will provide essential administrative and operational support to the resorts Engineering Food & Beverage Housekeeping Security and Front Desk departments. This role is ideal for someone who is highly organized detail-oriented and comfortable managing multiple priorities while handling confidential information and time-sensitive tasks.

You will help keep daily operations running smoothly by coordinating work orders purchasing invoices reports communications and office procedures while providing professional support to department leaders and Team Members.

In this role you demonstrate Westgates core values of Passion Integrity and Work Ethic in every interaction.

What Youll Do as an Administrative Assistant:

• Provide daily administrative support to Engineering F&B Housekeeping Security and Front Desk operations.
• Create assign track and follow up on Engineering work orders and service requests using HotSOS and other systems.
• Process purchasing orders and assist with receiving inventory and purchasing activities through Fusion.
• Monitor and follow up on invoices from multiple departments to help ensure accurate and timely processing.
• Prepare reports spreadsheets correspondence presentations forms and other administrative documents.
• Maintain accurate records filing systems contact lists and departmental documentation.
• Assist with data entry expense tracking checkbook reconciliation and administrative reporting.
• Answer and direct phone calls respond to emails and provide professional support to Team Members managers and visitors.
• Schedule meetings appointments conference calls and other departmental activities.
• Greet and assist visitors while maintaining a professional and welcoming office environment.
• Coordinate office equipment repairs supply orders and general office needs.
• Handle confidential and sensitive information with professionalism and discretion.
• Take accurate meeting notes and prepare minutes correspondence and communications as needed.
• Assist with travel arrangements presentations and other administrative projects.
• Manage multiple projects and priorities while meeting deadlines and maintaining accuracy.
• Perform additional administrative duties as assigned to support resort operations

Qualifications :

What You Will Bring as an Administrative Assistant:

• Previous administrative office coordination or related experience preferred.
• Strong proficiency in Microsoft Office particularly Excel including formulas Word Outlook and SharePoint.
• Experience with data entry checkbook reconciliation invoice tracking purchasing and maintaining accurate records.
• Familiarity with Fusion RPM and HotSOS preferred including entering work orders and service tickets.
• Strong organizational and time-management skills with excellent attention to detail.
• Ability to communicate professionally by phone email and in person.
• Ability to handle confidential information and exercise sound judgment.
• Ability to manage multiple tasks projects and deadlines in a fast-paced environment.
• Strong problem-solving skills and the ability to work independently while supporting multiple departments.

Requirements:

• Must be available to work a morning shift including weekends and holidays as business needs require.
• Ability to sit stand walk bend and perform routine office activities throughout the workday.
• Ability to use computers phones office equipment and other technology for extended periods.
• Must uphold Westgate Resorts standards of professionalism safety integrity confidentiality and exceptional guest service.

Additional Information :

Why Westgate  

• Comprehensive Health Benefits Medical Dental and Vision Coverage
• Paid Time Off Vacation Sick and Personal Time to Recharge
• Paid Holidays
• 401(k) with Generous Company Match to Support Your Future
• Daily Pay Access Your Earnings When You Need Them
• Family-Focused Benefits Pregnancy Parental Leave and Adoption Assistance
• Wellness Programs to Support Your Well-Being
• Flexible Spending Accounts (FSA)
• Tuition Assistance to Help You Grow Your Career
• Military Leave
• Employee Assistance Program (EAP) Support When You Need It Most
• Life Disability Accident Critical Illness and Hospital Insurance
• Pet Insurance for Your Furry Family Members
• Loyalty Program Exclusive Discounts on Hotels Cruises Resorts Restaurants Entertainment and More
• Low-Cost Gym Membership
• NEW! David A. Siegel Legacy Scholarship  Up to $40000 for Team Members Dependents After 1 Year of Service
• Career Growth and Advancement Opportunities
• Community Involvement Give Back and Make an Impact

Westgate Resorts is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin protected veteran status disability status or any other protected status under federal state or local law. If you have a disability and believe you need a reasonable accommodation in order to complete your application or any part of the recruiting process please email with the job title and the location of the position for which you are applying. This job posting is intended to provide a general overview of the position and may not include every responsibility duty or qualification required. Duties responsibilities and activities may change at any time with or without notice.

Remote Work :

No

Employment Type :

Full-time