Corporate Operations Support Coordinator

2 weeks ago

Virginia Beach, VA, United States Coastal Hospitality Associates Full time
Corporate Operations Support Coordinator, Full Time

Compensation: $20 to $22 per hour DOE

We are excited to invite talented candidates to apply immediately for this outstanding opportunity as Corporate Operations Support Coordinator. If you enjoy working in a fun, fast paced corporate office environment and have a passion for hospitality, then bring your professional appearance, outstanding attention to detail, excellent time management skills and a desire to grow your career in hospitality to immediately apply for this interesting role. Our team wouldn't be complete without you

Position Summary:

The Corporate Operations Support Coordinator serves as the welcoming first point of contact for the Coastal corporate office, ensuring a positive and professional experience for all visitors and team members. This role manages the daily operational needs of the office and provides administrative, project, event-planning, and reporting support to the SVP of Operations and the Corporate Director of Revenue & Sales Strategy, contributing to efficient and effective corporate performance.

How You'll Be Rewarded:

  • A chance to learn something new every day in a small corporate office where we have a fun, friendly work environment
  • Health Benefits; Medical, Dental and Vision
  • Paid Time Off
  • Employee Assistance Program
  • Company Paid Short Term Disability, Life Insurance and Accidental Death
  • Affordable and Optional Long Term Disability and Supplemental Life Insurance
  • Company Matched 401K
  • Health Care Flexible Spending Account
  • Dependent Care Flexible Spending Account
  • Health Savings Account
  • Legal Resources
  • Associate Travel Discounts per Brand Guidelines
  • Free Parking
What You'll Bring To This Role:
  • Answer multi-line telephone in a courteous and professional manner. Provide information and connect callers to the appropriate person(s). Take messages and research requests as needed.
  • Offer a welcoming and enthusiastic greeting for all visitors to the corporate office. Maintain neat and tidy appearance of the reception area, boardroom and public areas of the office.
  • Manage incoming and outgoing mail (US Postal and expedited services such as FedEx and UPS).
  • Respond to email requests using Outlook. Schedule appointments as requested.
  • Manage the booking schedule for the boardroom by responding to request for use and ensuring that the room is set up for the scheduled meetings.
  • Maintain office supply and in-house food and beverage inventories and place orders for needed items while also adhering to budgetary guidelines.
  • Maintain office equipment in good working order. Schedule required maintenance on photocopier and maintain adequate supplies on hand (paper, toner, staples). Schedule maintenance and inspections (Fire systems, phone systems, security systems internet, carpets, windows, elevator, painting, etc.)
  • Company liaison for managing third party tech support.
  • Manage SharePoint MS access for hotel properties.
  • Create and maintain files and perform clerical duties as assigned. This may include creating Word documents, drafting correspondence, creating Excel spreadsheets, providing data entry, reviewing documents/reports for accuracy, and other duties as assigned.
  • Assist with planning, logistics and execution of annual Coastal Conference, company Holiday Party, Hotel of the Year Party, Corporate Office Outings, GM Outings, and any other gatherings and meetings needed throughout the year.
  • Manage SVP of Operations calendar: Office appointments, travel, events and personal appointments.
  • Take or retype notes and documents for SVP of Operations.
  • Maintain all of SVP of Operations files.
  • Allocate and track expenses on SVP's corporate credit card.
  • Assist in the development management of Company portfolio non-hotel properties.
  • Avigilon Access Control Manager: maintain security system and office key cards.
  • Plan all of SVP of Operations Travel: flights, hotels, transportation, registration, meetings.
  • Maintain SVP of Operations travel memberships and passports.
  • Maintain SVP of Operations IHG & Marriott Accounts.
  • Regularly follow the Administrative Assistant Checklist for tasks needing completion.
  • Create and/or coordinate company media.
  • Complete weekly and monthly Revenue and Sales Report updates and distribute.
  • Track data for daily, monthly and quarterly operations reports (Daily Flash, GSS, Loyalty, etc.)
  • Work in M3 to update property data and run reports.
  • Complete the monthly General Managers meeting agenda.
  • Update MS Excel Workbooks and MS Word sheets for new year meetings.
  • Maintain office organization and seasonal / holiday décor.
Supportive Functions:
  • Provide support for the hotels as requested.
  • Arrange catering for all company sponsored events.
  • Create and maintain budgets for company sponsored events.
  • Coordinate site selection, accommodation selection, Food & Beverage requirements for the Coastal Hospitality Annual General Managers Conference & Outing while maintaining budgetary guidelines.
  • Organize and attend hospitality events as required. Overnight travel may be required on occasion.
Minimum and Preferred Qualifications and Education:
  • Ability to communicate verbally and in writing in a professional manner using the English language.
  • Working knowledge of MS Outlook, Word and Excel.
  • Answering the telephone and transferring callers using a multi-line telephone.
  • Ability to operate a complex photo copier
  • Previous hotel/hospitality experience and/or degree in hospitality or related field.
  • Ability to work with people of varying personalities, using tact and patience.
  • Proficient at, Outlook, Word, Excel, Power Point, Adobe, and Canva.
  • Working knowledge of or willingness to train on M3, Sharepoint, Avigilon, Control 4 and other office systems

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