Studio F - Office Administrator

Job description

Company Description

The Fairmont Scottsdale Princess is Arizona’s largest and longest running AAA Five Diamond hotel, and we want you to help us stay iconic. The Princess offers luxury and world class hospitality with 750 guestrooms, more than 300,000 square feet of meeting space, four award-winning restaurants, six sparkling heated pools, and a luxurious Well & Being Spa. Be a part of events like the WM Phoenix Open, Easter at the Princess, Summer at the Princess and Christmas at the Princess. The hotel features great benefits like PTO, matching retirement, travel discounts and more. This place really has it all – except for you!

What’s in it for you:

·  Employee discounts at the Fairmont Scottsdale Princess, local companies and Accor worldwide for you and your family
·  Free meals at our on-site employee restaurant
·  Learning programs through our Academies designed to sharpen your skills
·  Great Medical and Dental benefits, 401K, Direct Deposit etc.
·  Career development opportunities within the Fairmont Scottsdale Princess in addition to national promotion opportunities. The sky is the limit!

Job Description

We are looking for a reliable and highly organized Office Administrator to oversee day-to-day administrative operations for our dynamic Special Event Company. This role is essential to keeping our back office running smoothly, with responsibilities that include payroll processing, vendor receiving, inventory coordination, scheduled maintenance tracking, and general administrative support.  If you thrive in a fast-paced environment and have strong attention to detail, this is a great opportunity to be part of a creative and energetic team that produces unforgettable events.  

Reporting to the Director of Studio F.  Responsibilities and essential job functions include but are not limited to the following:  

Payroll & HR Support 

·  Process employee timesheets and assist with bi-weekly payroll submission. 
·  Maintain up-to-date employee records including onboarding documentation, certifications, and scheduling. 
·  Assist with tracking hours and job allocations for part-time and freelance event staff. 

Purchasing & Receiving 

·  Oversee incoming shipments and deliveries; verify items received against purchase orders and coordinate discrepancies. 
·  Maintain accurate inventory records for supplies, décor, equipment, and materials. 
·  Coordinate with vendors to ensure timely ordering and restocking of essential office and event supplies. 

Scheduled Maintenance & Facility Coordination 

·  Maintain and manage schedules for routine maintenance of company vehicles, equipment, and warehouse facilities. 
·  Coordinate with service providers for HVAC, cleaning, pest control, and other maintenance needs. 
·  Track inspection dates, safety certifications, and vendor service agreements. 

Office Administration 

·  Serve as point of contact for office operations including phone, mail, supplies, and visitors. 
·  Support bookkeeping and accounts payable tasks, including invoice matching and vendor communication. 
·  Assist in the preparation of reports, schedules, and documentation for internal meetings. 
·  Learn/familiarize myself with a brand-new rental software system, study the trainings and attempt to communicate and teach it to other users.  
·  Ensures prompt and courteous service is extended to both internal and external customers. 
·  Maintains positive relationships with all guests, clients, colleagues, and global sales network via all forms of communication. 
·  Coordinates distribution of pertinent information to all pertinent departments within the hotel.  
·  Other duties & administrative tasks may be added to the existing job description. 

Qualifications

·  2+ years of experience in office administration, payroll processing, or operations coordination (event industry experience a plus). 
·  Strong organizational and time management skills; ability to manage multiple priorities. 
·  Proficiency in Microsoft Office Suite (Excel, Outlook, Word), Google Workspace, and basic accounting tools (e.g., QuickBooks, ADP, or similar payroll systems). 
·  Familiarity with inventory or facility maintenance software a plus. 
·  High attention to detail and follow-through. 

Preferred Qualifications 

·  Comfortable working in a creative, deadline-driven environment. 
·  Excellent communication skills and a proactive approach to problem-solving. 
·  Able to lift up to 25 lbs occasionally for receiving or inventory duties. 

Additional Information

Your team and working environment:
A team of Heartists that are committed to working together, supporting each other, and providing the best guest experience, Feel Valued, Feel Sparked, We Are One

Our commitment to Diversity & Inclusion: 
We are an inclusive company and our ambition is to attract, recruit and promote diverse talent

Why work for Accor?
We are far more than a worldwide leader. We welcome you as you are and you can find a job and brand that matches your personality. We support you to grow and learn every day, making sure that work brings purpose to your life, so that during your journey with us, you can continue to explore Accor’s limitless possibilities.

By joining Accor, every chapter of your story is yours to write and together we can imagine tomorrow's hospitality. Discover the life that awaits you at Accor, visit https://careers.accor.com/ 

Do what you love, care for the world, dare to challenge the status quo!  #BELIMITLESS