Lead Administrative Specialist, Guest Services

Reporting to the Director, Guest Services, the Lead Administrative Specialist – Guest Services provides comprehensive administrative support to department leadership and team members to ensure smooth operations. This role requires professionalism, discretion, and independent judgment in handling confidential and time-sensitive tasks. The Lead Administrative Specialist – Guest Services enhances team effectiveness by managing key administrative functions, supporting departmental priorities, and contributing to policy development and implementation.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Assists department management staff with general administrative tasks such as record keeping, copying, filing, organizing, scheduling, developing documents, answering and directing phones.  Procures all trade supplies, capital expenditures for the entire department, petty cash transactions and reimbursements. Carries out day-to-day office administrative functions; ensures that all records and files are maintained and held securely and that the confidentiality of information is upheld.
2. Assists with payroll responsibilities, which include entering codes, weekly review of hours worked, and ensuring employees are paid correctly.
3. Maintains all information entered into department databases, including employee contact information, corrective action, guest complaints, daily sales, variances, leave of absence, and complimentary meal reporting.
4. Arranges and assists in planned meetings; prepares summaries of meetings and conferences, as needed or directed.
5. Controls asset tracking, including verification and disposition of assets.
6. Organizes and maintains executive files and other confidential records and databases through document retention systems, to prepare the department for internal and external audits.
7. Acts as a liaison for any visitors to the property, including office areas, contacts the party and escorts them to their location.

EDUCATION, EXPERIENCE AND QUALIFICATIONS

• High School Diploma or GED required.  

• Minimum five (5) years administrative experience required. 

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KNOWLEDGE, SKILLS AND ABILITIES (KSA)

• Intermediate proficiency in Microsoft Word, Excel, Access, Power Point, and Outlook is required. 

• Demonstrative experience working in a highly professional, multi-tasking environment and possessing outstanding interpersonal skills is mandatory.

• Polished and professional demeanor in person, online and via phone with exceptional verbal and written communication skills, including strong spelling and grammatical skills.

• Demonstrated maturity and poise; ability to employ perfect discretion with privileged information.

• Above average clerical, typing and organizational skills is required.

• Must be detail-orientated and able to work independently.

• Must maintain a professional appearance.

LICENSES, CERTIFICATIONS AND REGISTRATIONS

• At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.

• Vocational/Technical/Business certification preferred.  

• No Driving Responsibilities: Role does not require a driver’s license or insurance.

PHYSICAL REQUIREMENTS/ WORKING CONDITIONS – ENVIRONMENT

The physical demands and working environment described here are representative of those that an employee encounters and must be met by an employee to successfully perform the essential functions of this job.

• Primary work environment is in a climate-controlled casino and office setting.

• Work requires travel to attend meetings, trade shows, and conferences.

• Incumbents may be required to work evening, weekend and holiday shifts.

• Must be able to work in a fast-paced, high-demand environment.

• Strength sufficient to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects and/or move up to 40 pounds occasionally.

• Sedentary work: involves sitting most of the time. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.

• Physical activities that apply to the essential functions of the position are balancing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, talking, hearing, and repetitive motions.

• Hearing sufficient to hear conversational levels in person, via videoconference and over the telephone.

• Speech sufficient to make oneself heard and understood in person, in front of groups, in meetings, via videoconference and over the telephone.

• Visual acuity that meets the requirements of the position: The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading and visual inspection of employees, visitors or facility.

• Mobility sufficient to safely move in an office environment, walk, stoop, bend and kneel, and enter, exit and operate a motor vehicle in the course of travel to promotional events, meetings, conferences, trade shows and San Manuel properties.

• Endurance sufficient to sit, walk and stand for extended periods, and maintain efficiency throughout the entire work shift and during extended work hours.

• The employee may be exposed to fumes or airborne particles including secondhand smoke.

Reasonable accommodation will be made in compliance with all applicable law.

As one of the largest private employers in the Inland Empire, San Manuel deeply cares about the future, growth and well-being of its employees. Join our team today!