The Westin Resort Guam Hiring for Purchasing Administrative Assistant Job at United States Full Time

Position Purpose

Responsible for providing and assisting the Purchasing Department in administrative and clerical services.

Administration

• Administer and supervise the Purchasing operation at the Resort.

• Perform typing, filing and telephone answering for Purchasing Department.

• Proofread documents for accuracy.

• Process invoices and requisitions. Maintain logs to ensure proper inventory levels of guest room amenities.

• Ensure that all Purchasing associates receive training and are capable of performing the procedures.

• Maintain adequate Purchasing Department office supplies and prepares supply orders and requisitions on a regular basis.

• Maintain all Purchasing Department office equipment, including but not limited to photocopiers and fax machines. Act as contact for all service calls.

• Assist all associates with administrative functions directed by Purchasing Manager.

• Provide accurate interoffice and external correspondence including: memorandums, letters, reports and faxes from Purchasing.

Customer Service

• Interact with people beyond giving and receiving instructions, particularly interaction other hotel personnel, and guests in completing assignments, resolving staff and guest complaints.

• Interact in a courteous and professional manner with guests, customers, vendors and hotel staff.

Other

• Assist with related duties and special projects as requested.

• Attending training sessions set out by the Westin Resort to ensure continued personal development.

Required Knowledge and Skills:

• Ability to focus and maintain attention to performance of tasks despite frequent stressful, emergency, critical or unusual interruptions.

• Ability to memorize, recollect and quickly retrieve dates, names, times and other data.

• Ability to converse calmly with irate guests, superiors and subordinates in sometimes intense emotional situations.

• Ability to answer phones quickly, clearly and professionally.

• Ability to maintain staff and guest confidentiality at all times.

• Interpret and comply with a variety of instructions furnished in written, oral, diagrammatic or schedule form.

• Must be able to apply common sense understanding to follow instructions, to make decisions with minimal supervision and to prioritize tasks in order to maintain service standards.

• Requires good communication skills, both verbal and written.

• Ability to access, input, and retrieves information from a computer.

• Knowledge of Microsoft Office (Excel, Word, PowerPoint, Outlook).

Qualifications:

Required Education and Experience

• High school or equivalent education required

• Minimum 1 year secretarial experience required.

Preferences:

Preferred Education and Experience

• Technical training in administrative or secretarial sciences preferred.

Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled training sessions and meetings are required.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time. Job description is subject to change at any time.

The Westin Resort Guam is an equal opportunity affirmative action employer and selects individuals best matched for the job based upon job-related qualifications regardless of gender, race, color, religion, creed, sex, sexual orientation, age, national origin, pregnancy, ancestry, marital status, veteran status, disability, handicap, citizenship status or any other status or characteristic protected by law.

Job Type: Full-time

Benefits:

• Employee discount

Schedule:

• 8 hour shift
• Day shift
• Holidays
• Monday to Friday
• Weekend availability

Education:

• High school or equivalent (Preferred)

Experience:

• Procurement: 1 year (Preferred)
• Purchasing: 1 year (Preferred)

License/Certification:

• Health Certificate (Preferred)

Shift availability:

• Day Shift (Preferred)

Work Location: One location