Business Operations Coordinator

JOB REQUIREMENTS

The Business Operations Coordinator serves as a trusted partner to the Vice President and as the administrative and operational hub of the department. This position coordinates executive priorities, supports the daily operation of the office, manages phone and communication flow, processes business and group sales contracts, schedules meetings and follow-up activities, and helps ensure projects, client requests, and internal responsibilities move forward efficiently. The ideal candidate is highly organized, proactive, service-minded, and detail-oriented. They are comfortable shifting between executive support, office administration, contract processing, client communication, and project coordination in a fast-paced hospitality environment. They demonstrate exceptional professionalism, sound judgment, confidentiality, and the ability to anticipate needs before they arise.

Executive Support

• Manage the Business Office's calendars, meetings, daily priorities, client/VIP visits, and follow-ups.
• Prepare agendas, presentations, reports, and executive meeting materials.
• Track action items and ensure follow-up on key initiatives.
• Draft professional correspondence, reports, and internal communications.
• Maintain confidential files and sensitive business information.
• Aid with strategic projects and special initiatives as assigned.

Business Operations

• Cook up operational projects across multiple departments.
• Help monitor timelines, priorities, and organizational initiatives.
• Improve internal processes to increase efficiency and organization.
• Develop and maintain standard operating procedures (SOPs), physical inventories of Office Resources, Printing projects, Signage for Clients, Shipping & Receiving for Clients/Guests and keep proper documentation of all receipts, deliverables and checklists.
• Aid leadership with planning, organization, and execution of operational initiatives.

Contract & Document Administration

• Prepare, review, and process contracts, agreements, and business documentation.
• Ensure documents are accurate, complete, and executed in a timely manner.
• Cook revisions, signatures, renewals, and contract tracking with both physical wet signature documents as well as digital signature softwares.
• Maintain organized electronic and physical contract files in both physical filing systems as well as online CRMs and file/data storage areas.
• Monitor deadlines and communicate upcoming milestones according to contract details/deadlines as well as special requests to modify details/deadlines with approvals.

Office & Administrative Operations

• Executive & Departmental Coordination.

OTHER EXPERIENCE AND QUALIFICATIONS

• Three to five years of experience in business operations, executive administration, office management, project coordination, or hospitality administration.
• Advanced proficiency in Microsoft Office Suite/Office365 and its corresponding programs such as Word, Excel, Powerpoint, OneNote, Canva, Zoom/Teams/Google Meet or other Video Call Softwares, Online Messaging Platforms such as Slack, ConnecTeam, Teams, etc.
• Exceptional organizational and time management Skills.
• Strong Written And Verbal Communication Abilities.
• Ability To manage multiple priorities with minimal supervision.
• Demonstrated professionalism, discretion, and confidentiality.
• Professional telephone presence and the ability to communicate clearly and courteously with clients, employees, vendors, and business partners.
• Ability to remain organized and responsive while managing frequent interruptions, incoming requests, and changing priorities.
• Experience within hospitality, hotels, resorts, or event management.
• Experience with Delphi.fdc or Other CRM Sales Softwares Such As Salesforce.
• Experience Processing contracts or legal business documents.
• Familiarity with CRM systems, project management software, or operational reporting.
• Experience supporting executive leadership.

PHYSICAL REQUIREMENTS

• Prolonged periods sitting at a desk and working on a computer.
• Ability to occasionally lift up to 25 pounds.
• Ability to move throughout the resort property for meetings and operational support.

APPLICATION INSTRUCTIONS

Apply Online: www.chulavistaresort.com