Manager of Administration

Company: Acqualina Management LLC
Location: Miami
Posted on: May 28, 2023

Job Description:

Acqualina is actively seeking
a Manager of Administration to join our team in Sunny Isles Beach, FL.Reports
to: CEO
& PartnerHours/Schedule:
Full-time,
Monday-Friday, 9AM to 5PM Work
environment:
OnsiteWho
we are: Our
guests routinely say that Acqualina is the most luxurious waterfront escape
they've ever experienced, thanks to our personalized services, signature
Mediterranean decor, sumptuous dining options, incredible ocean views,
world-class spa, and expansive suites you'll continue to dream about long after
they've been dreamed within. Perhaps that's why Acqualina is the most decorated
resort in South Florida, earning a Forbes Five-Star Award for the hotel and spa for nine
consecutive years, the title of TripAdvisor's #1 Luxury Beachfront Resort in the U.S. for six
consecutive years, and no fewer than three top awards from USA Today (including
being named the #1 Waterfront Hotel in the U.S. and from U.S.
News & World Report as the #1 Best Resort in the Continental U.S..What
we Offer:
Competitive salary,
commensurate on experience.
Medical, Dental, Vision.
Paid Time Off and Holiday Pay.
401K.
Yearly Bonus program
Annual reviews
About
the role:The Manager of Administration team member is
responsible for project management work for Renovations, FFE, Facility
Enhancements, Design, New Developments, Real Estate Purchases, Legal Matters,
Unit Owner Items, Lease Management, Partner Deals, Management Companies Executive
Reports, Integration of Resort & Real Estate Strategies, and Residential
Community requirements. The team member is
responsible for providing administration support to the CEO including outlook
updates, zoom meetings, MS Team meetings, travel schedule, team member
birthdays, anniversaries, celebration milestones, reservations, arranging
amenities, VIP alerts, expense reports, GL reconciliation, donations, gift
certificates, guest satisfaction reports, collection and report of spa comment
cards, issuing AcquaDollars, and general office items. When needed will provide
general administrative support to GM.The position must
maintain high level of motivation, work well in fast paced environment, and
assist with the development of relevant brand stories, new services, amenities
and departmental best practices. KEY
RELATIONSHIPS:Internal:
Brand
Owners and Developers, Acqualina Executive Committee, Estates Team Members,
Mansions Team members, Real Estate Team, HR office, Guest Relations Managers,
Front Office Team, Sales and Marketing team, Reservations Team, F&B team,
Spa Team, Design & Construction team, Engineering team, Housekeeping team,
all Resort Managers and Finance Office.External:
Residents, Resort Customers, Partners, Key Influencers, Local Government and
Associations, Beach Club Members, Visitors, Key Vendors, Public Relations
Companies, Media Guests, Leading Hotels of the World, Travel and Tour
Company Representatives and meeting planners.What
you'll do:
Prepare communication to all
departments and residents on new happenings and events.
Issue Monthly AcquaDollars and
provide AcquaDollar monthly results. And guest satisfaction scores.
Maintain log of partner scores and opportunities.
Processing invoices/expenses as
needed.
Prepare Expense Reports for CEO
- Expense reports should all be completed before the end of the month, or
within 1 day of receiving expenses. (Hotel expenses will need to be broken
down into proper accounts). Amex bill available on the 28th of
the month.
Beach Club Membership:
Maintain membership database,
rules, and all collateral pertaining to the Beach Club.
Provide membership services to
include card replacements, guest passes, etc.
Record and report all Beach
Club issues and opportunities.
Communicate hotel happenings as
needed to membership.
Assist with activating Mansions
Resident / Estates Residence Membership
Donations/Gift Certificates,
assist as needed.
Respond to inquiries with acceptance or declines as
needed.
Record and log each donation to include expiration
date.
Facilitate reservations requests, ensure requests are
not taken over peak demand dates and or sell out dates.
Ensure proper marketing
collateral is visible at all auction opportunities.
Maintain Barter
Spreadsheet/Log.
Assist with the organization of
design and property improvements.
Assist with management company
contracts and residential community developments.
Maintain critical path for
projects outlining key items, initiatives, operational efficiencies and
other key actions.
Review Financial implications
and facility management processes for all designated projects.
Assist with the preparation of
corporate profile and Strategic Plans.
Procure luxury FFE items as
needed.
Assist manage brand strategy
including promotional items and communications to maximize effectiveness
of campaigns as needed.
Assist with the preparation of
material on customer and team member Apps as needed.
Act as publicist for CEO.
Assist with the development of LinkedIn pages.
Assist GM and Director of
Operations as needed.
Ensure all Lease Agreement
renewals are properly executed and recorded. Maintain unit owner roster
and key contact details.
Monitor STR short term rentals.
Repost suspicious activates and follow up with legal on action plan.
Has the discretion to offer
compensation in the $1000's to rectify negative guest experiences.
Maintain accurate Owner lease
files and traces of key dates such as expirations.
Assist residents and hotel
program unit owners as needed.
Assist with the preparation of
the Quarter Hotel Program letter.
Assist with IHAD auction items
and event specifics. Attend IHAD events.
Assist with GBAC and Forbes
Verified submissions and updates as needed.
Respond to all incoming e-mails
same day. Any client e-mails and other urgent e-mails must take priority.
Always copy the appropriate manager.
Organize e-mails by folders and
only keep outstanding e-mails in inbox.
Liaise with ownership as
needed.
Do not delete e-mails.
Follow up on immediate assistance
requests. Take Ownership (i.e. when organizing transfer and other service
requests you must follow up with concierge and respective team members
(i.e. guest services) to ensure that it was completed. The same thing
applies to reservations in regards to confirmation numbers).
Assist with PowerPoint
presentations on company direction.
Assist with marketing and brand
materials on company direction as needed.
Manage social media channels
for CEO and resort as needed.
Maintain complete knowledge of
and comply with all departmental policies/service procedures/standards.
Update Hours of Operation as needed.
Use equipment only as intended.
Anticipate customers' needs,
respond promptly and acknowledge all guests, however busy and whatever
time of day.
Maintain positive guest
relations at all times.
Prepare and send emails/faxes;
receive and distribute emails/faxes to appropriate personnel.
Make photocopies, scan
documents as needed.
Type correspondence, memos and
reports.
Attend designated meetings,
take notes, transcribe and distribute.
Document all customer
requests/complaints and communicate such to respective personnel for
proper handling.
Guest Comment Card compilation
as needed.
Coordinate floral and other
vendor amenity requests with authorized suppliers as requested.
Maintain confidentiality and
security of specified resort information, correspondence, reports and
files.
Prepare areas of improvement
report as needed.
Assist with all team member and
marketing events as needed.
Accept additional duties as needed.
Processing invoices/expenses as
needed.
Assist with Press/Media Related
Requests.
Our
ideal candidate:
College degree.
Fluency in English. Strong written, verbal and
non-verbal communication.
Advance skills / Experience with Outlook and Microsoft
Office (Word/Excel/PowerPoint)
Previous experience in hospitality industry.
Real Estate experience
Experience in operations.
Ability to:
Perform job functions with attention to detail, speed
and accuracy.
Prioritize and organize.
Be a clear thinker, remain calm and resolve problems
using good judgment.
Follow directions thoroughly.
Understand customer's services and needs.
Work cohesively with co-workers as part of a team.
Work with minimal supervision.
Flexible work hours, assistant with events as needed.
Maintain confidentiality of guest/resident information
and pertinent resort data.
Experience with Residential Community Software,
DataVision, SMS: Springer Miller PMS, HOTSOS, SalesForce, Customer Apps,
Website Development.
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Keywords: Acqualina Management LLC, Miami , Manager of Administration, Executive , Miami, Florida