Office Manager

Highgate is a leading real estate investment and hospitality management company widely recognized as an innovator in the industry. Highgate is the dominant player in major U.S. gateway cities including New York, Boston, Miami, San Francisco and Honolulu, with a growing Caribbean and Latin America footprint. The hospitality forward company provides expert guidance through all stages of the property cycle, from planning and development through recapitalization or disposition. Highgate has a proven record of developing its diverse portfolio of bespoke lifestyle hotel brands, legacy brands, and independent hotels and resorts with contemporary programming and digital acumen. The company utilizes industry-leading revenue management tools that efficiently identify and predict evolving market dynamics to drive outperformance and maximize asset value. With an executive team consisting of some of the most experienced hotel management leaders, the company is a trusted partner for top ownership groups and major hotel brands. Highgate maintains corporate offices in New York, Chicago, Dallas, London, Miami, and Seattle. www.highgate.com.

AC Honolulu, HI

The Administrative Support is responsible for general office administration, purchasing, payroll processing, scheduling, assisting Food & Beverage venues in booking cabana reservations. Supervisory duties to assist the General Manager. He/she is also responsible for providing attentive, courteous and efficient service to all guests. This individual supports the Rooms and Food & Hotel team in achieving collective goals, through assistance with project-based duties to ensure a smooth operation.

Greet and welcome all guests in accordance with Highgate Hotel standards.
• Answer guest inquires about hotel and conference center services, facilities and hours of operation in a timely manner.
• Answer telephone and email messages. Respond accordingly.
• Completes ordering for Rooms and Food & Beverage resources as needed, including department office supplies, continuously maintaining a responsibility to budget. Ensures all orders are completed via Birchstreet, with invoices signed-off and submitted to accounting expeditiously for payment.
• Complete and distribute weekly department schedules.
• Complete all applicable payroll functions for Rooms and Food & Beverage and turn in a timely manner.
• Maintain and stay abreast of the latest computer programs/innovations (as applicable).
• Open and distribute mail.
• Support any administrative or special project needs as directed by GM, Dir of Front Office, Dir of Housekeeping, Dir of Restaurants & Bars
• Filing of all pertinent correspondence in a timely manner.
• Type all correspondence pertaining to department.
• Maintain adequate inventory of office supplies.
• Responsible for the smooth operation of the office.
• Maintain trace file as needed.
• Collect general venue reservations, or RSVPs for hotel event initiatives, assigning seating or cabana requirements as required.
• Maintain consistent communication interdepartmentally. Liaise to effectively plan and execute special events and initiatives, including site inspections, FAMs, holidays activations, large reservations or any pool or service closures.
• Assist with including but not limited to: answering MOD phone, booking Cabana/Swell reservations, monitoring pool & dining email.
• Coordinating amenities for inquiring guests, sales, and VIPs.
• Helping with setup for holidays and special events.
• Perform other duties as requested by management.