Architecture Design and Construction/Facilities Departmental Coordinator

About the Role

The Departmental Coordinator will perform a variety of administrative tasks to support Sonesta’s Architectural, Design and Construction (AD&C) Department. Reporting to the Vice President, the Departmental Coordinator will help contribute to the efficiency of the team by providing personalized and timely support to individual team members and the department as a whole. The individual will support the Vice President and others within the department for all administrative efforts and assist in maintaining, organizing, and communicating the department’s hotel projects, design documents, and data.

The Departmental Coordinator will maintain a basic understanding of Sonesta Brand Standards and assist in updating and communicating those standards under the direction of the Brand Ambassadors. Communication with other key Sonesta departments, including Brand, Franchise Operations, Managed Operations, Capital Projects, and Facilities teams is required. Daily communication with remote members of the department is crucial.

The ideal candidate is exceptionally organized and detail-oriented, with excellent written communication and interpersonal skills. They demonstrate strong attention to detail, can adapt to shifting priorities, and are comfortable working within a fast-paced and dynamic environment. The candidate must be resourceful, innovative, and proactive to support their department and executive leaders. They must think independently to make decisions under pressure, have great time management skills, and be able to act with minimal guidance.

This is a hybrid role based at either our Newton, MA or our Orlando, FL corporate office, with an in-office schedule of three days per week and two remote workdays.

Responsibilities

• Support the AD&C Department’s efforts across design management, design strategy, capital projects, franchise projects, and facilities engineering disciplines.
• Act as the point of contact for the AD&C Department among corporate and hotel employees and external partners/vendors.
• Provide administrative assistance, such as writing and editing emails, drafting memos, responding to vendor phone calls, and preparing communications.
• Assist with scheduling appointments and maintaining/updating/changing calendars as needed.
• Assist with making travel arrangements and preparing expense reports.
• Support the execution of key departmental processes by organizing workflows, tracking progress, and maintaining communication, while under the guidance of other team members.
• Assist with planning and coordinating departmental meetings and gatherings, including reserving meeting space and making event arrangements.
• Prepare PowerPoint presentations for both internal and external audiences.
• Create and manage/update various databases and organizational tools as necessary for maintenance and communication of design and project information for all Brands.
• Update asset management and project management platforms with current documents.
• Coordinate the execution of contracts with external and internal stakeholders.
• Manage new-build hotel and renovation project reporting, under the direction of the department’s Project Managers, utilizing Smartsheet project management software and other database and project tracking tools.
• Assist with capital project reporting utilizing Smartsheet and Transcendent software platforms.
• Manage the general departmental email inbox and screen/direct incoming inquiries to the appropriate individual or department.
• Respond directly to basic inquiries once familiar with established Brand design direction.
• Manage and update various department libraries, directories, and databases (under the direction of the department’s Brand Ambassadors) including, but not limited to:
  • Sonesta-preferred vendor contacts
  • Prototypical furniture, fixtures, and equipment (FF&E) specifications
  • Prototypical mechanical, electrical, and plumbing (MEP) specifications
  • AD&C Brand Standards
  • Brand Design Guides
• Support, comply with, and promote company initiatives, policies, and guidelines.
• Assist with general reporting and follow-up as needed for the department.
• Be the face of the AD&C Department at Sonesta Corporate Headquarters.
• Answer questions and inquiries as needed. Research and follow up on inquiries that require more in-depth information.
• Focus on the mission and well-being of the department, hotel, and company as a whole.
• Lead by example and operate with integrity and respect.
• Other projects as assigned.

Requirements

• Associate’s Degree required; Bachelor’s Degree preferred.
• 3+ years of demonstrated experience in administrative assistance.
• Experience in administrative assistance for hotel brand companies, architectural design firms, or related industries is preferred.
• Well-developed and effective team skills; able to be an active partner in a cooperative and accountable team environment.
• Strong organizational skills including attention to detail and prioritization.
• Strong facilitation and interpersonal skills; self-starter, positive, high energy; demonstrated ability to work effectively with senior management, peers, and entry-level employees; ability to work cross-functionally to support meeting and exceeding customer expectations.
• Ability to act as a positive role model to peers and team members.
• Experience working in a fast-paced, deadline-driven environment and able to manage priorities well.
• Excellent written and verbal communication skills, including excellent listening skills, note-taking skills, concise communications, and targeting the message to specific audiences.
• Proficiency in MS Office Suite (Word, OneNote, Excel, PowerPoint, Outlook, Teams, etc.).
• Proficiency in the use of project planning tools (MS Project, Smartsheet, etc.) preferred.

Pay

Pay range: $30.00 to $37.00 per hour. Base pay offered may vary depending on various factors including but not limited to job-related knowledge, skills, and job-specific/overall experience.

Benefits

• Medical, Dental, and Vision Insurance
• Health Savings Account with Company Match
• 401(k) Retirement Plan with Company Match
• Paid Vacation and Sick Days
• Sonesta Hotel Discounts
• Educational Assistance
• Paid Parental Leave
• Company Paid Life Insurance
• Company Paid Short Term and Long Term Disability Insurance
• Various Employee Perks and Discounts
• Hospital Indemnity
• Critical Illness Insurance
• Accident Insurance