HOSPITALITY ADMINISTRATIVE SPECIALIST NF3

01MINIMUM QUALIFICATIONS

Three years of experience that demonstrates broad knowledge of administrative practices and principles. Knowledge of hospitality operations and administrative management practices, with working knowledge of Human Resources, recruitment, timekeeping, payroll, procurement, travel, contracts, and records management is preferred.

Ability to interpret and apply policies, SOPs, MCHS standards, directives, and administrative requirements; manage multiple facilities' requirements, priorities, projects, and deadlines; prepare professional correspondence, reports, presentations, and administrative tools; identify discrepancies and recommend corrective action; and exercise sound judgment when handling sensitive or confidential information. Skill to operate a personal computer and associated peripheral equipment and software.

Skill to communicate effectively and professionally with employees and management at various levels and to represent MCHS with Human Resources, Finance, Procurement, Contracting, installation representatives, vendors, customers, and other stakeholders. Experience in addressing customer inquiries, providing appropriate direction, and resolving customer concerns.

MAJOR DUTIES: Serves as a Hospitality Administrative Specialist within Marine Corps Hospitality Services (MCHS), providing cross-functional administrative and operational support for Inns of the Corps and Marine Lodge programs. Reports directly to the Regional Lodging Manager and provides administrative and operational support to General Managers and designated MCHS leadership.

Functions as a flexible MCHS resource responsible for promoting continuity of operations, administrative efficiency, consistent application of MCHS requirements, and exceptional guest service.

Organizes the flow of operational and administrative processes; establishes the status of actions on projects and program operations; reviews and interprets directives and regulations; maintains official files; and advises management on the development and implementation of local administrative directives, procedures, internal policies, and work methods affecting MCHS operations. Provides contract, procurement, invoice, and financial administrative support for MCHS.

Maintains related administrative files; coordinates temporary additional duty travel, work orders, contracts, subscription renewals, purchasing requirements, and vendor documentation; monitors service and performance periods; and tracks invoices and supporting documentation through approval and payment in coordination with Finance, Procurement, Contracting, vendors, and appropriate MCHS leadership. Serves as an administrative support resource and Human Resources liaison for MCHS operations.

Assists General Managers with recruitment actions, vacancies, hiring packages, candidate selections, onboarding, personnel actions, staffing trackers, position description updates, leave documentation, and other personnel requirements while coordinating with the servicing Human Resources office.

Conducts timekeeping and payroll reviews to identify missing punches, incorrect labor charges, meal-period issues, leave discrepancies, and other errors, and coordinates corrections with General Managers and designated supervisors. Coordinates and tracks TAD and travel requirements, including requests, approvals, reservations, funding information, itineraries, amendments, and post-travel documentation.

Provides contract, procurement, invoice, and financial administrative support; maintains related files; monitors service and performance periods; coordinates with vendors, Finance, Procurement, and Contracting personnel; and tracks invoices and supporting documentation through approval and payment. May also gather statistical data, monitor support budgets, assist with financial plans, maintain office supplies, support special events, and prepare or conduct briefs, presentations, and training sessions.

Supports operational readiness, audits, inspections, quality-assurance reviews, special projects, and MCHS initiatives. May inspect guestrooms, public areas, workspaces, storage areas, and other hotel operational areas for compliance with MCHS standards, established SOPs, and applicable requirements.

Maintains reports, correspondence, records, trackers, and management briefing materials and provides the Regional Lodging Manager visibility of staffing actions, administrative requirements, outstanding deadlines, and operational concerns requiring leadership attention. Maintains professional working relationships with General Managers, MCHS leadership, Human Resources, Finance, Procurement, Contracting, installation representatives, vendors, and other stakeholders.

Handles personnel, financial, and operational information with appropriate confidentiality.