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Office Coordinator

Company: Cal-a-Vie Health Spa
Location: Vista
Posted on: May 12, 2022

Job Description:

Job Description To provide administrative support and assistance for multiple projects for the VP of Operations and all Administrative departments. Assist in other office functions and projects for Marketing, Accounting and Group Sales departments if needed.
Essentials Functions
Maintain workflow and complete a variety of administrative tasks required for the efficient operation of the Administration department
Assist the VP of Operations, Marketing and Group Sales full time, and, on occasion, help out other departments if needed
Coordinate and maintain smooth communication between the VP of Operations, other departments and managers
Successfully complete and follows through on critical aspects of tasks and projects for the VP of Operations with a hands-on approach
Monitor and update the Orange Grove Program list and run reports every week
Create email list for VIP's and LSDL Ceremonies
Prepare and create guest files every week and distribute to all departments
Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies and verifying receipt of supplies
Create purchase orders for multiple departments in Administration
Receive, process and screen all incoming calls for the Forum
Greet and direct visitors to appropriate department/ party
Organize and arrange employee luncheons and other events
Receive and distribute incoming mails, packages and faxes, and maintain postage machine
Handle highly confidential, sensitive information, files, records and reports
Help with planning and conducting promotions involving the spa, whether on site at Cal-a-Vie or at other locations or events that may increase targeted awareness of Cal-a-Vie
Promote and ensure clear communication throughout various departments of the company
Manage and coordinate projects and programs to ensure high quality end results with given timeframe
Schedule and maintain calendar of appointments, meeting, travel itineraries; coordinate related arrangements for the Vice President of Operations
Attend selected meetings and/or conference calls and take minutes such as RevMax meetings
Collect and prepare information for use in discussions/meetings
Attend to correspondence and brochure mailing for all general Group Sales events and donation inquiries
Assist in developing marketing materials, donations, contracts and additional informative collateral for booked information packages
-Assist Cal-a-Vie Group Sales Manager with all details involved in the actual event coordination and group organization during their stay at Cal-a-Vie
Attend to all event personal items being returned to guest and appropriate shipping arranged as needed with Wedding Coordinator
Help and assist owners when needed
Maintain a consistent high level of quality and guest service
Help develop new programs or procedures to keep us on the cutting edge of the latest trends and technology
Perform other duties as assigned
-Keep inventory of Cal-a-Vie wine
Prepare wine for shipment following various state laws and guidelines.
Position Qualifications
Education/Certification: High School Diploma or equivalent
Knowledge: Working knowledge of Word, Excel or other computer related programs; Competent in writing skills
Experience: Three (3) years in administrative assistance; Three (3) years sales experience preferred
Skills/Abilities: : Exceptional interpersonal, verbal and written communications skills; Strong organizational skills and detail oriented; High level of assessment and organizational skills; Ability to deal with the public, and help with media events on and off property; Ability to write and correspond with guest(s); Ability to read and interpret documents such as safety rules, contracts, and procedure manuals; Ability to get along with co-workers and work as a team; Ability to handle high stress in the work environment and turn it into positive energy in the department; Ability to react quickly to resolve problems or conflict
Availability: Ability to work Monday - Friday 8:30 to 5:00 pm. Occasionally weekends.
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Company Description Cal-a-Vie Health Spa is a world-renowned award-winning luxury spa resort unlike any other. An exquisite oasis sheltered from the rush and competition of daily life, Cal-a-Vie Health Spa resembles a serene French village. Nestled away on 200 private acres in Northern San Diego County, our guests enjoy the lush, tranquil hillsides filled with beautiful vineyards and lavender fields, natural canyons and habitat. We are close to the communities of Vista, Bonsall, Oceanside, Carlsbad, Escondido, Temecula and Murrieta.

Keywords: Cal-a-Vie Health Spa, Vista , Office Coordinator, Administration, Clerical , Vista, California

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