Administrative Assistant

As an Administrative Assistant at the Element Miami International Airport, this full-time role integrates high-level office support with specialized financial responsibilities, specifically requiring proficiency in the Lightspeed property management system.

• Financial & Payroll Operations:
• Utilize Lightspeed for daily property management transactions, guest records, and financial reporting.
• Process Accounts Payable (AP) by verifying vendor invoices, reconciling monthly statements, and ensuring timely payments.
• Manage Payroll tasks, including tracking employee time-and-attendance, calculating deductions, and assisting with bi-weekly reporting.
• Assist with Month-End Closing activities and maintain accurate financial records for audits.
• Administrative Support:
• Serve as a primary point of contact for internal teams, vendors, and guests, ensuring professional phone and email etiquette.
• Coordinate and schedule meetings, manage executive calendars, and arrange conference room bookings.
• Maintain organized electronic and physical filing systems, ensuring confidentiality of sensitive personnel and financial data.
• Order and maintain office supplies and manage incoming/outgoing mail and deliveries.
• Property & Operational Tasks:
• Support the General Manager and department heads with special projects and operational initiatives.
• Liaise with airport personnel and corporate stakeholders to ensure smooth daily operations.

Qualifications & Skills

• Experience: Minimum 1–3 years of administrative experience, preferably in a hospitality or property management setting.
• Technical Proficiency: Advanced knowledge of Lightspeed PMS, Microsoft Office Suite (especially Excel for data entry), and Google Workspace.
• Soft Skills: High attention to detail, strong problem-solving abilities, and the capacity to handle multi-tasking in a fast-paced environment.

Marriott & Element Brand Standards

• The "15-5 Rule": Adhere to Marriott’s signature service standard: make eye contact and smile at 15 feet, and provide a warm verbal greeting at 5 feet.
• Wellness & Sustainability Focus: Reflect the Element by Westin brand mission by maintaining a professional, energetic, and optimistic demeanor that promotes guest well-being.
• Service Excellence: Anticipate and address guest needs with "genuine appreciation" and maintain a polished, professional uniform and appearance at all times.
• Confidentiality: Maintain strict protection of proprietary information and sensitive employee payroll data, as per Marriott's core conduct policies.

Additional Qualifications

• Experience: While 1–3 years is standard, senior-level administrative roles within the brand often seek candidates with more extensive hospitality backgrounds.
• Technical Skills: Proficiency in the Microsoft Office Suite (Excel, Word, PowerPoint) is required to produce reports and presentations for the leadership team
• Schedule: This is a full-time position, generally following standard business hours (e.g., 8:00 AM – 4:30 PM) with flexibility required for hotel needs.
• Advanced Lightspeed & Accounting Tasks:
• Perform complex data entry and record retrieval using Lightspeed PMS to update guest files, reservations, and financial inquiries.
• Manage Accounts Payable by processing invoices, ensuring accurate posting of charges, and reconciling vendor statements.
• Execute Payroll functions, including time-and-attendance verification and processing expense report data for department leads. Marriott +4

Pay: $21.00 - $22.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person