Administrative Coordinator Resort Operations

About the Role

The Administrative Coordinator, Resort Operations supports the Corporate Resort Operations team under the AVP of Resort Operations & Experience. This role provides administrative and project coordination for all Operations Programs and Services, ensuring smooth business operations, training programs, and adherence to MVW protocols.

Responsibilities

• Schedule and coordinate meetings, webinars, on-site and remote training sessions, including:
  • Creation and distribution of agendas and pre-reads
  • Timely communication of meeting invites
  • Distribution of training materials in partnership with the Resort Operations Training team
  • Arrangement of meeting supplies (e.g., copying/distributing materials, room set-up, food and beverage)
• Coordinate communications for project updates across the global Resort Operations team.
• Collaborate with RO administrators to coordinate webinars for field leaders on resort operations projects or initiatives.
• Prepare meeting notes, summaries, and follow-up communications.
• Assist with preparation of presentations, reports, and reference materials.
• Coordinate payment of invoices for resort operations projects and initiatives.
• Track project baselines in Pacer or other systems to ensure field accountability.
• Manage Resort Operations Programs and Services calendar to avoid overlap on key initiatives.
• Manage email inboxes for Resort Operations (corporate and field support).
• Maintain Corporate Resort Operations TRIP pages, trackers, files, and shared documentation for property initiatives.
• Maintain product and program materials for all Resort Operations initiatives.
• Maintain property information database, ensuring accurate room counts, property codes, and key details.
• Track routine action items and deadlines as directed.
• Support data collection, basic reporting, and information gathering.
• Communicate professionally with internal stakeholders and escalate issues as appropriate.
• Maintain contracts for all resort operations projects and programs.
• Assist with Resort Operations events (e.g., quarterly town halls, ROAR celebrations).
• Partner with the Senior Administrative Assistant to evaluate and prioritize meeting and event resources.
• Support the Training Team to ensure scheduled training programs run smoothly.
• Make travel arrangements, including transportation and lodging.
• Prepare and submit expense reports, payroll support, and invoices.
• Coordinate calendars, including scheduling and canceling meetings, and flagging high-priority issues.
• Maintain confidentiality of proprietary materials and information.
• Protect the privacy and security of customers and co-workers.
• Follow company and department policies and procedures.
• Research questions and problems; assist with problem-solving and escalate complex issues.
• Address customers' service needs professionally and timely.
• Actively listen and respond positively to questions, concerns, and requests.
• Collaborate with employees to ensure proper coverage and service.
• Support co-workers and treat them with dignity and respect.
• Develop and maintain positive working relationships with other employees and departments.
• Handle sensitive issues with tact, respect, diplomacy, and confidentiality.
• Discuss work topics, activities, or problems with discretion.
• Use clear, appropriate, and professional language in all communications.
• Answer telephones using proper etiquette (e.g., within 3 rings, using caller’s name, transferring calls appropriately).
• Prepare and review written documents for accuracy and completeness.
• Comply with quality assurance expectations and standards.
• Identify and recommend new ideas, technologies, or processes to improve efficiency, productivity, quality, safety, or cost-savings.
• Use computer systems and software to input, access, modify, store, or output information.
• Enter and retrieve information from computer databases using standard equipment.
• Prepare documents using word processing, spreadsheet, database, or presentation software.
• Perform physical tasks such as moving, lifting, carrying, pushing, or pulling objects up to 30 pounds.
• Perform other reasonable job duties as requested by supervisors.

Requirements

• Bachelor’s degree in Hospitality Management, Business Administration, or a related discipline (preferred).
• High School diploma or GED (required).
• Minimum of one (1) year of work experience in the hospitality industry.

Skills

• Self-starter with a professional demeanor, strong organizational skills, and attention to detail.
• Excellent time management skills to juggle multiple tasks and priorities.
• Strong interpersonal skills to engage with cross-functional teams, customers, field leaders, and senior management.
• Proficiency in Microsoft Office 365 applications (Excel, Word, PowerPoint, Teams, Outlook, SharePoint).
• Ability to work flexibly and effectively in a team environment.
• Capability to manage multiple priorities and commitments concurrently.
• Ability to follow procedures accurately and consistently.
• Demonstrated critical thinking skills.
• Excellent verbal and written communication skills.