Administrative Assistant at Westgate Resorts in Orlando, FL, United States

Job description

• As an Administrative Assistant, you will provide essential administrative and operational support to the resort's 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 Westgate's core values of Passion, Integrity, and Work Ethic in every interaction.

Responsibilities

• 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

Requirements

• 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.
• 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.

Skills

Required

• Organizational skills
• Time-management
• Attention to detail
• Professional communication
• Confidentiality
• Judgment
• Problem-solving
• Independence
• Fusion
• RPM
• HotSOS

Benefits

• 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 $40,000 for Team Members’ Dependents After 1 Year of Service
• Career Growth and Advancement Opportunities
• Community Involvement – Give Back and Make an Impact