Job Description
ABOUT THE COMPANY
With headquarters in Irvine, California, Sagemont Hotels is a full-service hotel management company. Sagemont Hotels has been building hotels for the past 10 years and continues to grow its portfolio. Sagemont Hotels consistently transforms the hotels industry by providing rich, engaging experiences that drive higher profitability and fuel long-term customer loyalty.
Sagemont Hotels is looking for an enthusiastic Executive Assistant/Receptionist/Accounting Clerk to join our growing team. We’re looking to bring talented and passionate individuals onboard.
This role is responsible for providing ongoing support and coordination for the CEO’s and the leadership team while also assisting in day-to-day office operations and moderate accounting data entry. The perfect candidate for this position will need to bring their A-game, business knowledge and acumen, ability to establish priorities, coordinate logistics, and details, and adapt to last-minute changes in schedule and agenda in a fast-paced and demanding environment.
JOB DESCRIPTION
Reading and analyzing incoming memos, submissions, and distributing them as needed.
Making travel arrangements for Executives.
Performing office duties that include ordering supplies and managing a records database.
Opening, sorting and distributing incoming mail faxes, emails, and other correspondence.
Provide general administrative support, running errands both personal / professional
dealing with correspondence, and client queries
preparing letters, presentations, and reports
General administrative duties including preparation, editing, filing and retrieval of various correspondence, communications, presentations, and documents.
Answer phone calls, transfer calls, take messages and distribute any faxes.
Provide assistance to office staff for shipping label creation utilizing FedEx, UPS and various other shipping companies’ websites.
Maintain and provide necessary follow-up on contract and change order statuses.
Proofread and edit proposal letters and or packages.
Manage Office supply budget & related vendors.
Coordinate and manage project-based work as necessary.
Maintain general aesthetics of entire office including but not limited to watering plants, cleaning and stocking refrigerators, restroom supplies, copiers, and office supplies.
Driving as needed.
Perform the day-to-day Accounting and Administration functions of the company
Perform data entry/management for information management systems including inputting new jobs, contacts, meeting notes, follow-up actions and reports; may create and maintain database information and spreadsheet files.
Supports all departments with data entry, scanning, filing, copying, emailing, etc.
Account reconciliations
Budgeting/Forecasting
Input, scan track credit card receipts
Accounts Receivable / Accounts Payable
Invoicing, Expense reports, Organizes and maintains file system and archives
Monitor office supply levels and reorder as necessary
accounts payable/receivable, cash receipts, general ledger and check runs
revenue and expenditure variance analysis
bank statement reconciliations,
Completes a wide variety of administrative tasks for the executives: managing an extremely active calendar of appointments, completing expense reports, composing, and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas
Provides a bridge for smooth communication between the Executive’s office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff
Works closely and effectively with the Executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
Completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the Executive’s ability to lead the organization effectively
Provide sophisticated calendar management for Executive’s schedule and workday throughout the many priorities and obligations that demand his time and attention, both professional and personal, while keeping business, projects, and deliverables on track
Organize and maintain information that may be sensitive, confidential or technical in nature
Work closely with the executive’s and other leadership team members to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Anticipate Executive’s needs in advance of meetings, conferences, etc.
Coordinate all team meetings
Manage complex domestic and international travel arrangements; compile business expense claims promptly
Utilize time management and organizational skills to juggle responsibilities and strategize efficiency and priority
Maintain and update office and company calendars; assist with scheduling and coordinating logistics for meetings across departments as needed
Provide general administrative support to staff as needed
Preparing financial statements, reports, memos, invoices letters, and other documents.
Answering phones and routing calls to the correct person or taking messages.
Handling basic bookkeeping tasks.
Filing and retrieving corporate records, documents, and reports.
Helping prepare for meetings, lunches, dinners. (personal and professional)
Greeting visitors and deciding if they should be able to meet with executives.
Using various software, including word processing, spreadsheets, databases, and presentation software.
General account knowledge, ability to cut checks using QuickBooks or other accounting software’s.
Track various Insurance policies for hotels, work and communicate with brokers to obtain quotes etc.
Assist with business licenses and other permitting items
Filling out banking forms, new vendor account forms etc,.
Misc research duties may be assigned
Downloading of City council agendas / etc
Management Fee calculations payouts
Bank deposits as necessary
Need to be extremely precise with math and numbers.
Ability to learn new tasks very quickly
Investor relations as necessary
Sending out investor reports and investor relations
Help facilitate/manager orders and accounts for hotels
Fictitious Business Name Registrations
Download all bank statements/loan statement and upload to drive
Open to growing in the company
* - Other duties may also be assigned
SKILLS