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Contract Administrative Assistant/Marketing Assistant (5605)

Designation: Contract Category: Administrative Location: Galveston, TX
Salary: DOE Job Code: 5605  

Job Description:

Great oppportunity in Downtown Galveston for a temporary/contract Administrative Assistant to support the marketing department.

Duties include: 

1. Greet all visitors, answer calls, maintain office supply inventory.
2. Support Project Managers by creating purchase orders, preparing Authority for Expenditure (AFE’s), obtaining approvals for purchases for three hotels, track purchases for hotels and communicate with vendors regarding payments and deliveries.
3. Generate presentation & notes for projects meetings and various monthly & weekly meetings for both hotels and all properties.
4. Complete organizational tasks for all buildings: create and update project binders, project meeting notes, and project agendas, keep General Manager and Project Manager’s calendars, contacts and general correspondence up to date.
5. Process invoices for payment including the breakdown of Labor, Material and Sales Tax.
6. Prepare check requests and forward all approvals to hotel accounting for payment with transmittals. Track check run for accuracy.
7. Keep detailed records and log project numbers for capital expenditures for all properties & hotels.
8. Coordinate with Project Managers and the General Manager to prepare Excel spreadsheets for Yearly Budget & Five Year Capital Plan meetings.
9. Process all Change Order requests for construction projects by obtaining GM’s approval and logging in Project Payment Summary.
10. Organize & Update: Physical and computer file systems, Project Manager’s files, interior samples, product library, project drawing flat files, project binders, and project archive files.
11. Develop, implement and seek approval of all budgets for advertising, marketing, all related websites, social media, collateral, design software, PR, and annual events.
12. Generate Social Media Posts for social media pages.
13. Maintenance of all related websites, social media posts, press room content, and event calendars.
14. Maintain digital computer files for marketing, advertising and PR coverage of properties.
15. Collect absence reports from staff and prepare/submit monthly report to the General Manager and corporate office.
16. Run project errands to all buildings including the three hotels and other company properties & vendors as needed.
17. Support office by maintaining, phone voicemail system, copier maintenance and correspond with company vendors.
18. Assist with special events, rentals of event spaces; and showings of retail spaces, office spaces and apartments as needed.

19. Support other Office Supervisors with typing, faxing, mailing, and any other work flow 

Along with lead contact responsibilities, this position also commands an attentive, dependable and responsible person who is alert, well groomed, and pays close attention to detail. The position also requires administrative support to management by assisting with the coordination and administration of projects, and/or processes including the preparation and control of records, reports and documents.

Becky Barclay