Position Summary
Reporting to the AVP of Resort Operations & Experience, the Administrative Coordinator, Resort Operations (“the Coordinator”) is responsible for supporting the Corporate Resort Operations team. This position is part of the organization's Resort Operations Corporate team and will provide administrative and project coordination support for all of the Operations Programs and Services team, as assigned. Success in this position is accomplished through an understanding of business operations, existing Resort Operations training programs, and MVW protocols.
Expected Contributions
The Coordinator’s responsibilities include but are not limited to the following:
Schedule and coordinate meetings, webinars, on-site and remote training sessions, to include the:
creation and distribution of agendas and pre-reads (as appropriate)
timely communication of meeting invites, and
distribution of training materials in partnership with the Resort Operations Training team.
meeting supplies (e.g., copying and distributing materials, arranging room set-up and necessary food and beverage).
Coordinate communications for project updates across the global Resort Operations team.
Collaborate with RO administrators to coordinate webinars that provide updates to 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.
Coordinate project tracking baselines in Pacer, or other systems, to ensure field accountability for projects or tasks.
Operational Support
Manage Resort Operations Programs and Services calendar to ensure no overlap on key initiatives.
Manage email inboxes for Resort Operations – both corporate and field support.
Maintain Corporate Resort Operations TRIP pages, as assigned.
Maintain organized trackers, files, and shared documentation for all resort operations property initiatives.
Maintain product and program materials for all Resort Operations initiatives.
Maintain property information database, ensuring accurate room counts, updated property codes, and other key details for each resort.
Track routine action items and deadlines as directed.
Support data collection, basic reporting, and information gathering.
Communicate professionally with internal stakeholders.
Respond to routine requests and escalate issues as appropriate.
Maintain contracts for all resort operations projects and programs.
Event Planning
Assist with Resort Operations events e.g. quarterly town halls, ROAR celebrations etc.
Partner with the Senior Administrative Assistant to evaluate meeting and events to prioritize and allocate appropriate resources.
Support the Training Team to ensure scheduled training programs are running smoothly and as efficiently as possible.
Planning and Organizing
Make travel arrangements and coordinate logistics including transportation and lodging arrangements.
Prepare and submit expense reports, payroll support, and invoices.
Coordinate calendars, including scheduling and canceling meetings, and bring high-priority scheduling issues to managers’ attention.
Policies and Procedures
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; refer complex issues to supervisor.
Protect company tools, equipment, machines, or other assets in accordance with company policies and procedures.
Perform other reasonable job duties as requested by Supervisors.
Customer Relations
Address customers' service needs in a professional, positive, and timely manner.
Actively listen and respond positively to the questions, concerns, and requests of others.
Collaborate with other employees to ensure proper coverage and service.
Working with Others
Support all co-workers and treat them with dignity and respect.
Develop and maintain positive and productive working relationships with other employees and departments.
Partner with and assist others to promote an environment of teamwork and achieve common goals.
Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality.
Actively listen to and consider the concerns of other employees, responding appropriately and effectively.
Communication
Discuss work topics, activities, or problems with co-workers, supervisors, or managers using proper discretion.
Speak to guests and co-workers using clear, appropriate and professional language.
Answer telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one's voice, using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call.
Prepare and review written documents (i.e. daily logs, business letters, memoranda, reports), including proofreading, editing, written information to ensure accuracy and completeness.
Talk with and listen to other employees to effectively exchange information.
Quality Assurance
Comply with quality assurance expectations and standards.
Identify and recommend new ideas, technologies, or processes to increase organizational efficiency, productivity, quality, safety, and/or cost-savings.
Computer Skills
Use computer systems and software packages to input, access, modify, store, or output information.
Enter and retrieve information contained in computer databases using standard computer equipment and technology (e.g. a keyboard and mouse) to update records, files, reservations and answer inquiries from customers.
Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.
Physical Tasks
Enter and locate work-related information using computers and/or other methods.
Move, lift, carry, push, pull, and place objects weighing less than or equal to 30 pounds without assistance.
Candidate Profile
Education
Bachelor's degree in Hospitality Management, Business Administration, or a related discipline, preferred.
High School diploma or GED required.
Experience
Minimum of one (1) year of work experience in the hospitality industry.
Skills/Attributes
Must be a self-starter with a professional demeanor, well-organized, innovative thinker, and possess a strong attention to detail.
Excellent organizational and time management skills to manage multiple tasks, projects, and juggle priorities.
Excellent interpersonal skills to engage with cross-functional teams, customers, field leaders, and senior management to achieve set goals.
Proficiency in Microsoft Office 365 applications and add-in tools (i.e., Excel, Word, PowerPoint, Teams, Outlook, SharePoint, etc.).
Ability to work flexibly and effectively with others (team player).
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.
Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.