Chalet Office Administrative Assistant

Location: The Chalets, Eagle Point, OregonPosition Type: Full-TimeReports To: Operations Manager

Position Overview

The Chalet Office Administrative Assistant provides administrative, front-office, and basic marketing support to ensure smooth daily operations at our small 12 key lodging, located on a golf course. This role supports guest services, office coordination, and social media support for the hotel, golf course, and on-site restaurant.

Key Responsibilities

Front Desk & Guest Support

• Greet guests in person and over the phone; assist with check-in/check-out procedures.
• Respond to inquiries about rooms, hotel amenities, restaurant offerings, golf course details, and local attractions.
• Process reservations, cancellations, and modifications accurately.
• Maintain a clean, organized, and welcoming front desk area.

Administrative & Clerical Tasks

• Manage daily correspondence including phone calls, emails, and internal communication.
• Maintain digital and paper filing systems, records, and reports.
• Assist with invoicing, payment processing, and issuing receipts.
• Prepare and distribute daily schedules, occupancy reports, and documentation.
• Manage office supplies and assist with inventory tracking.

Social Media & Marketing Support

• Maintain and update social media accounts for the hotel, golf course, and restaurant.
• Create and schedule posts highlighting events, promotions, amenities, and daily specials.
• Respond to online messages, comments, and guest reviews in a timely and professional manner.
• Capture and share photos or short videos of property features, activities, and events.
• Collaborate with management to plan monthly content and promotional campaigns.
• Monitor social media metrics and provide basic performance summaries.

Operational Support

• Coordinate with housekeeping, maintenance, and golf course staff regarding room statuses and guest needs.
• Assist with group bookings, golf outings, and event coordination.
• Update room availability, rate changes, and guest accounts in the property management system.

Customer Service & Standards

• Address guest concerns promptly and courteously.
• Uphold confidentiality, safety procedures, and company policies.
• Contribute to a positive and cohesive team environment.

Qualifications

• Prior clerical, administrative, or hospitality experience preferred.
• Familiarity with social media platforms (Facebook, Instagram, TikTok, etc.).
• Strong written and verbal communication skills.
• Proficiency with computers and office software; reservation system experience a plus.
• Strong organizational skills, attention to detail, and ability to multitask.
• Ability to work both independently and as part of a team.
• Flexible schedule including some weekends or holidays.

Physical Requirements

• Ability to sit or stand for extended periods at the front desk.
• Ability to walk & guide guest around property
• Occasional light lifting (up to 20 lbs).

Job Type: Full-time

Pay: $17.00 - $19.00 per hour

Expected hours: 30 – 40 per week

Work Location: In person