Highgate Hotels

  • Administrative Operation Manag

    Requisition ID
    Job Location
    US-NY-New York
    Doubletree Times Square
  • Highgate Hotels

    Highgate is a premier real estate investment and hospitality management company widely recognized as an innovator in the industry. Highgate is the dominant player in U.S. gateway markets including New York, Boston, Miami, San Francisco and Honolulu. Highgate also has an expanding presence in key European markets through properties in London, Paris, Barcelona, Vienna and Prague. Highgate’s portfolio of global properties represents an aggregate asset value exceeding $10B and generates over $2B in cumulative revenues. The company provides expert guidance through all stages of the hospitality property cycle, from planning and development through recapitalization or disposition.  Highgate also has the creativity and bandwidth to develop bespoke hotel brands and utilizes industry leading proprietary revenue management tools that identify and predict evolving market dynamics to drive out performance and maximize asset value. With an executive team consisting of some of the industry’s most experienced hotel management leaders, the company is a trusted partner for top ownership groups and major hotel brands. Highgate maintains corporate offices in London, New York, Dallas, and Seattle.


    Doubletree Time Square


    DoubleTree Suites by Hilton Times Square is the only all-suite hotel directly on Broadway in the heart of Times Square.  This modern, full-service hotel has the absolute best Times Square location that is surrounded by Broadway theaters, many restaurants, shopping and NYC’s best attractions. The hotel has 468 oversized, two-room suites each with living room, bathroom and private bedroom plus two flat screen televisions. 

    Employment Status



    The Administrative Operations Manager is integral to the success of the Hotel's Senior Leadership team. The position will be responsible for the preparation of various reports/analysis that will assist the General Manager and Assistant General Manaager. In addition, the Administrative Operations manager will be preparing SALT reviews, month-end closing reviews, liase with vendors, etc.



    Fundamental Requirements:

    • Answer telephone and email messages.  Respond accordingly.
    • Attend meeting and take minutes.
    • Manage existing files and create new ones as needed.
    • Greet clients in a friendly and professional manner.
    • Reports and responds to all social media outlets required by ownership and completes analysis as necessary.
    • Maintain and stay abreast of the latest computer programs/innovations (as applicable).
    • Maintain a central purchase order system for office supplies.
    • Periodically review departmental reader files for correct use of form letters.
    • Maintain adequate supplies for copier, fax and postage machines and coordinate repair services.
    • Handle complaints/questions/special requests from hotel guests.
    • Handle guest complaints.
    • Familiarize new managers and administrative staff with executive office procedures/policies.
    • Coordinate overall gift certificate issuance.
    • Handle VIP room reservations as requested
    • Conduct monthly departmental meeting for administrative staff.
    • Order all business cards for management staff.
    • Assist all departments in creation of collateral for special promotional projects.
    • Maintain monthly update of management roster, individual/departmental and management home telephone lists.
    • Ensure that bulk ad business reply mail permits are current and that mass mailings are conducted in a cost effective manner.
    • Maintain MOD, Market Share, SQS, SOP and GSI manuals.
    • Maintain trace files.
    • Order office supplies.


    Education & Experience: 

    • Minimum of 3 year experience in the Hospitality
    • High school diploma or equivalent required.
    • Preferable Knowledge of all industry reports such as CRM, OnQ, HoSOS, MSShift, etc.
    • Proficient in Microsoft Excel, Word, Power Point
    • Ability to communicate clearly both verbally and in writing
    • Excellent time management skills
    • Exceptional with details and follow up
    • Must be proficient in company-approved word processing and spreadsheet applications as evidenced by the ability to troubleshoot spreadsheets and basic PC problems.



    General Requirements

    • Maintain a warm and friendly demeanor at all times.
    • Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner.
    • Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
    • Must be able to multitask and prioritize departmental functions to meet deadlines.
    • Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner.
    • Attend all hotel required meetings and trainings.
    • Participate in M.O.D. coverage as required.
    • Maintain regular attendance in compliance with DTTS and Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.
    • Maintain high standards of personal appearance and grooming, which include wearing nametags.
    • Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations.
    • Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.
    • Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
    • Must be able to understand and evaluate complex information, data, etc. from various sources to meet appropriate objectives.
    • Must be able to maintain confidentiality of information.
    • Perform other duties as requested by management.
    • OnQ Property Management Experience preferred
    • Front Office operations experience helpful


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