The Yorktowne Hotel, Tapestry Collection by Hilton (GF Hotels & Resorts)
Published
July 20, 2022
Location
48 East Market Street, York City, Pennsylvania
Category
Job Type
How soon could job seekers start?
September 2022
Contact Name
Greta Miller
Contact Phone
(717) 848 - 1111

Description

Position Overview

To provide secretarial and administrative support to General Manager and/or senior official while serving as the receptionist of the executive offices.
Essential Job Functions
• Maintains all correspondence for the General Manager and/or senior official through the performance of all secretarial tasks such as Word Processing, typing, filing, etc.
• Serves as receptionist for executive office area. Receives and directs all incoming calls
to executives.
• Processes all purchase orders for administrative offices as authorized by the General
Manager.
• Opens and distributes all mail for executive offices. Tracks expenditures and is responsible for upkeep of office machinery. Follows-up on all property license
renewals.
• Types all written correspondence on computer (letters, Memos, proposals, contracts)for Directors of Sales and Sales Managers.
• Compiles and maintains current client mailing list and rolodex.
• Screens and directs all incoming telephone calls or walk-ins to the appropriate person.
Records accurate messages for sales personnel.
• Track Sales Managers prospecting calls.
• Maintains group rooms and catering backlogs, ensuring that information is accurate.
• Maintains lost business, and brand lead tracking binders.
• Maintains tracer files for sales functions.
• Supports the accounting function by serving as assistant to the Controller in
maintenance and preparation of necessary accounting needs.
• Maintains the inventory for Executive office supplies.
• Keep minutes of Executive Committee and Department Head meetings.

• Perform all financial and accounting functions for the property. The Bookkeeper has strong skills in problem solving, documentation, research, and data analysis. In addition, he or she maintains an adequate system of accounting records and develops periodic financial reports that comply with generally accepted accounting principles. Additional duties support human resources.
Non-essential Job Functions
In addition to the performance of the essential functions, this position may be required to perform a combination of the following supportive functions:
• Serves as “in house” personnel representative to whom associates turn with work- related problems.
• Interfaces with guest to solve various hotel-related problems.
• Performs other duties as assigned by General Manager and/or senior official.

General Requirements & Skills

Qualifications Standards
To perform this job successfully, and individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Education and/or Experience
o A high school diploma. Previous secretarial and administrative support
experience.
• Language Skills
o Ability to read, analyze, and interpret departmental documents using proper grammar. Ability to respond to common inquiries or complaints for customers, regulatory agencies or members in the business community. Ability to effectively present information to top management, public groups, customers and/or boards of directors.
• Mathematical Skills
o Must be able to work with and understand basic accounting and arithmetic
functions.
• Reasoning Ability
o Should have analytical background. Extremely detailed oriented and the ability to work on multiple projects consecutively. Investigate and analyze current activities or information.
• Training
o Overview of hotel’s operations.
o Seminar on corporate personnel policies. o Training in providing quality guest service.
• Other
o Must be able to interface with all levels of personnel within and outside the
organization.
o Must be able to handle high stress position.
o 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.
Tools and Equipment
• Telephone
• Computer
• Facsimile Machine
• Calculator
• Hand-held Radio
• Keys
• Photocopier
Physical Job Requirements
• Limited lifting, pushing, pulling, and carrying are required in order to move supplies.
• Limited bending and kneeling is required when arranging supplies or equipment.
• Mobility needed to move about the complex between offices.
• Vision is critical to completing the numerous administrative responsibilities.
• Hearing is critical to communicating by telephone and answering client inquiries.
• Vision is critical to completing the numerous administrative responsibilities.
• Speech is critical to communicating with employees and clients.
• Written communication and administrative responsibilities require excellent reading
and writing abilities.

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