Administrative Assistant Manager

Job Description

Provide administrative and operational support to the General Manager and the Front Office team at Hyatt Vacation Club, ensuring the smooth execution of daily activities, efficient information management, and the delivery of exceptional guest service, in alignment with the brand’s quality and hospitality standards to create memorable experiences.

Essential Duties:

Administrative Suport

• Perform general administrative tasks, including filing, correspondence, document processing, copying, and system management.
• Manage and coordinate reservations within internal systems.
• Prepare documents such as letters, invitations, reports, and participant lists.
• Maintain updated databases, records, and electronic files related to resort operations.

2. Operational Support

• Provide support to the Front Desk area in accordance with the resort’s operational needs.
• Collaborate with the General Manager in coordinating activities and following up on operational requirements.
• Prepare monthly reports (R.O.) for presentation during monthly meetings.

3. Guest Experience

• Serve as the primary point of contact for guests and Hyatt Vacation Club members.
• Handle phone calls, emails, and requests while maintaining high service standards.
• Provide clear and accurate information regarding resort facilities, services, activities, and events.
• Ensure a positive guest experience that fosters satisfaction and loyalty.
• Deliver personalized attention to VIP Members, ensuring their stay is truly memorable.
• Support the General Manager with the management, coordination, and engagement of owners, communicating future projects and relevant brand and resort information.

4. Information and Systems Management

• Capture, validate, update, and monitor information within the brand’s operating systems.
• Prepare and manage operational documents such as proposals, contracts, and event orders.
• Manage information related to clients, leads, and external vendors.

5. Communication and Brand Culture

• Communicate information clearly, professionally, and in alignment with Hyatt Vacation Club’s values.
• Promote the distinctive hospitality and service culture of Hyatt Vacation Club.
• Maintain effective communication with guests, leaders, and internal teams.

6. Compliance, Licences, and Standars

• Comply with Hyatt Vacation Club’s policies, procedures, and operational standards.
• Safeguard the confidentiality of guest and company information.
• Provide timely follow-up on government operating licenses, including Civil Protection, Fire Department, Environmental regulations, among others.
• Maintain a professional image aligned with brand standards.

7. Collaboration and General Support