Loss Prevention Administrative Assistant

Loss Prevention Administrative Assistant Position Summary The Loss Prevention Administrative Assistant provides comprehensive administrative support to the Loss Prevention department, ensuring efficient office operations and accurate record management. This role serves as a key point of contact for internal teams and guests, maintaining professionalism, confidentiality, and attention to detail at all times. Key Responsibilities

• Maintain and organize departmental records, files, and documentation systems (both electronic and paper-based).
• Prepare and edit correspondence, reports, memos, and presentations using standard office software.
• Manage incoming and outgoing communications, including mail distribution, document transmission, and guest inquiries.
• Coordinate reservations and respond to guest requests, ensuring timely and accurate follow-up.
• Input, track, and retrieve operational data using computer systems.
• Compile, sort, and file records related to departmental activities and business transactions.
• Create and manage departmental schedules using ADP or similar workforce management systems.
• Operate standard office equipment and ensure smooth day-to-day administrative processes.

Qualifications & Requirements

• Minimum of 3 years’ administrative and operations experience within a luxury (five-star) hotel or resort environment.
• Strong knowledge of hotel operations, systems, and procedures.
• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Hospitality degree or related qualification preferred.
• Excellent organizational, multitasking, and time management skills.
• Strong attention to detail with the ability to prioritize and follow through on tasks.
• Ability to remain calm and professional under pressure while exercising sound judgment.
• Typing speed of 50–60 words per minute.
• Excellent communication skills, including professional telephone etiquette.
• Strong guest service orientation and interpersonal skills.

Core Competency Maintain a high level of attentiveness and awareness in all aspects of the role. Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, reservations, and answer inquiries from guests. Transmit information or documents using a computer, mail, or facsimile machine. Operate standard office equipment other than computers. Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software. Handle incoming and outgoing mail, including date stamping and distributing incoming mail. Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc. Compile, copy, sort, and file records of office activities, business transactions, and other activities. Enter and locate work-related information using computers and/or point of sale systems. Follow all company policies and procedures, ensure uniform and personal appearance are clean and professional, maintain confidentiality of proprietary information, and protect company assets. Welcome and acknowledge all guests according to company standards, anticipate and address guests’ service needs, assist individuals with disabilities, and thank guests with genuine appreciation. Speak with others using clear and professional language, prepare and review written documents accurately and completely, and answer telephones using appropriate etiquette. Develop and maintain positive working relationships with others, support team to reach common goals, and listen and respond appropriately to the concerns of other employees. Move, lift, carry, push, pull, and place objects weighing less than or equal to 35 pounds without assistance. Perform other reasonable job duties as requested by Supervisors.