Administrative Assistant

About the Role

The Dexter Inn & Suites, a 211-unit hotel located in Labrador City at the heart of the Labrador Trough "Iron Ore Belt," seeks an Administrative Assistant to support efficient administrative operations under the daily supervision of the Deputy Manager. This position includes cross-training to provide coverage for the Hotel Reception and Travel Coordinator roles.

Key Responsibilities

• Manage accounts payable, accounts receivable, and point-of-sale functions, conducting general accounting tasks.
• Note and report discrepancies on delivery slips and report Over, Short, and Damaged (OS&D) items during bulk food order receiving.
• Handle incoming phone calls from potential and current guests.
• Assign rooms and suites and assist guests with reservations, requests, and complaints.
• Code Purchase Orders accurately to the appropriate cost centers and issue them electronically.
• Maintain and organize invoices using the company’s ERP system and database applications.
• Process credit card transactions related to lodging and other hotel expenses.
• Receive purchase orders into the system for accounts payable processing.
• Track costs and allocate them to relevant contract phases.
• Support the Head Chef with administrative tasks related to bulk food orders.
• Comply with workplace health and safety regulations and assist with safety meetings.
• Prioritize health, safety, and environmental (HSE) concerns and ensure the safety of coworkers.
• Perform any additional duties as assigned.

Skills and Qualifications

• Completion of a university degree or college program in accounting or office administration, or 3-5 years of relevant administrative experience.
• High accuracy in preparing and entering financial data while maintaining confidentiality.
• Strong organizational abilities and attention to detail, essential for a fast-paced environment.
• Capacity to lead and collaborate within a team and manage work under tight deadlines and pressure.
• Proficiency with computers, including Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and familiarity with accounting software.
• Effective written and verbal communication skills paired with attentive listening abilities.
• Skilled in negotiation, conflict resolution, and interpersonal management.
• Ability to foster and maintain positive relationships internally and with external clients.
• Strong analytical and problem-solving capabilities.

Working Conditions

The role operates during standard office hours, Monday to Friday, 8:00 AM to 5:00 PM, requiring regular desktop or laptop computer use. The employee must make timely decisions and consistently meet deadlines. Occasional work during public holidays may be needed. The position demands frequent interaction with hotel management, staff, internal departments, and guests.