Shire Jobs

Job description

Position: Office Administrator Job Types: Full-time, Part-time

Pay: $18.00 - $22.00 per hour

Expected hours: 38 per week, 9A-5P

Cottage Liaison:Excellent use of computer for email, Google Drive, sheets, docs, cottage booking apps and Stripe. Must be a quick learner and/or confident in technology, able to multitask, have hustle, able to think on feet, proactive, organized, self-sufficient. Excellent customer service skills, communication (verbal and written) and patience to deal with difficult guests/situations.

Must be able to stand, walk, lift 50lbs, get dirty. This is a farm.

Major Duties Include:

• Answering the phone and responding to any cottage inquiries; this requires you to know the prices per season and day of the week for each cottage, as well as understanding the layout and details of each cottage to help sell the cottages to prospective guests.
• Booking cottages; sending quotes, following up on inquiries, discussing promotions, etc.
• Preparing cottages; Working closely and coordinating with the housekeeping team that cleans the cottages, walkthroughs after each cottage is cleaned and place welcome cards in cottages. Keeping track of cleans for payroll purposes.
• Helping housekeeping with laundry during busy periods.
• Ensuring Laundry room stays clean and organized.

Other Duties Include;

• Maintaining stock for cottage cleans and products soaps, shampoo/conditioner, towels, bedding, waters, toilet paper, note cards and envelopes, washcloths, trash bags, coffee, creamer, stirrers, etc.
• Picking up trash from cottages when guests have full bags and dropping off new bags, running products to cottages if they are missing, damaged, or never placed, scheduling and sometimes executing mid-cleans for guests who stay more than 4 nights.
• Charging guests for any damages that are sent from housekeeping or are reported.

Office Administration:

• Forwarding calls that are received to respective departments, taking phone messages for owner and delivering to Ops Director and fielding calls for the Events Coordinator.
• Retrieving paper mail from mailbox and managers office for barn office mailbox, taking pictures of any packages/important mail addressed to Julep Farms for Ops Director.
• Handling all returns from retail
• Filing kitchen invoices from managers office at SH and invoices with check stubs from OD.
• Stocking New Hire paperwork and handling new hire onboarding where they fill out their paperwork. Paperwork would then go to PA for upload into the payroll system. Also stock and maintain the separation paperwork for employees who quit/are fired for OD. Keep in contact with GM for updates on new hires/separated employees.
• Packaging, mailing, laminating, filing, etc. for managers
• Cleaning office space, removing trash, dusting, mopping, vacuuming, windows (weekly)
• Running local errands.
• Helping out in the market when necessary (retail, barista, hosting).
• Keeping barn spaces clean and organized.

Financial Duties:

• Paying invoices via Quick books
• Keeping up with all details pertaining to our vendors
• Invoicing customers
• Generating financial and operational reports when requested
• Submitting and reconciling expense reports
• Processing payments

This Job Is:

• A Fair Chance job (you or the employer follow Fair Chance hiring practices when performing background checks)
• Open to applicants who do not have a college diploma

This Job Is Ideal for Someone Who Is:

Dependable -- more reliable than spontaneous

People-oriented -- enjoys interacting with people and working on group projects

Adaptable/flexible -- enjoys doing work that requires frequent shifts in direction