Regional Administrative Coordinator ("Coordinador Administrativo Regional")

Job DetailsJob Location: Le Meridien Element Salt Lake City Downtown - Salt Lake City, UT 84101Position Type: Full-Time/Part-TimeEducation Level: High SchoolSalary Range: $29.00 - $29.00 HourlyJob Category: Admin - ClericalPOSITION PURPOSE  

Provide comprehensive administrative and operational support to the Vice President of Hotel Operations and Regional Leadership Team across four Utah hotel properties. This position is responsible for coordinating executive calendars, meetings, travel, reports, communications, and special projects while serving as a liaison between regional leadership and hotel teams. Responsibilities also include supporting human resources, finance, and operational initiatives, maintaining confidential information, and ensuring the efficient execution of administrative functions. This role requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced hospitality environment.

ESSENTIAL RESPONSIBILITIES

Executive & Regional Administrative Support

Support regional leadership across four Utah properties by providing administrative and operational support to the Vice President of Hotel Operations and Regional Leadership Team.
Coordinate calendars, meetings, travel arrangements, and logistics for regional leaders.
Prepare executive reports, presentations, meeting agendas, and supporting documentation.
Coordinate regional leadership meetings, conference calls, and special events.
Track projects, action items, and follow-up tasks on behalf of the Vice President of Hotel Operations.
Coordinate communication between regional leaders and hotel leadership teams.
Maintain organizational charts, standard operating procedures (SOPs), leadership directories, and other corporate documents.
Maintain confidential HR, operational, financial, and business information with the highest level of discretion.

Human Resources & Administrative Support

Maintain employee personnel files and time and attendance records.
Assist with recruiting, onboarding, orientation, and new hire paperwork.
Track employee reviews, anniversaries, birthdays, introductory periods, and other employment milestones.
Track employee incentive programs, social media recognition, and guest satisfaction (GSS) recognition.
Assist with regional HR projects and other special assignments.

Operational & Financial Support

Assist with vendor invoices, purchasing requests, and administrative processing.
Assist with regional budgeting, reporting, and operational documentation.
Generate reports and maintain various tracking logs as requested.
Develop and maintain filing systems and administrative records.
Support special projects and operational initiatives across all regional properties.

Communication & Customer Service

Answer incoming calls and respond to inquiries promptly and professionally.
Develop and maintain strong working relationships with all departments to ensure effective communication and coordination.
Provide exceptional customer service to guests, clients, vendors, and employees.
Maintain a professional, positive, and service-oriented work environment

Other Duties

Perform additional duties and special projects as assigned by the Vice President of Hotel Operations or Regional Leadership Team.

SUPPORTIVE FUNCTIONS
In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel:
Assist with any guest inquiry.

Follow all company and safety and security policies and procedures.
Report maintenance problems, safety hazards, accidents, or injuries.
Perform other reasonable job duties as requested by direct and indirect supervisors.     

PHYSICAL DEMANDS

Environmental conditions are inside, a job is considered “inside” if staff spends approximately 90 percent or more of the time inside.  Temperature is moderate and controlled by office environmental systems.
Must be able to sit at a desk for up to ten (8) hours per day.  Walking and standing are required the rest of the working day.  Length of time of these tasks may vary from day to day and task to task. 
Must be able to exert well-paced ability to maneuver between functions occurring simultaneously. 
Must be able to lift up to 45 lbs. as needed.
Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity.
Hearing, smelling, tasting, and visual ability to observe and distinguish product quality and detect signs of emergency situations.
Talking and hearing occur continuously in the process of communicating with staff, supervisors, subordinates, occasionally clients and ownerships.
Vision occurs continuously with the most common visual functions being those of near and color vision and depth perception.
Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.  

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES
The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:

Must be able to travel on occasion, as needed
Must be able to speak, read, write, and understand the primary language used in the workplace.
Requires good communication skills, verbal, written and electronic.
Considerable knowledge of complex mathematical calculations and computer programs.  
Must have excellent leadership capability and customer relations skills. 
Must be detail oriented with outstanding organizational and communication skills.
Must possess intermediate computer skills.
Intermediate excel skills (VLOOKUP’s and Pivot Tables)
Ability to analyze, foresee user needs, and makes judgments to ensure proper tools are provided at property level.
Ability to effectively deal with internal and external customers some of whom will require high levels of patience, tact and diplomacy and collect accurate information to resolve conflicts.
Knowledgeable about basic function of Windows OS, MS Office, PMS, PBX, Key system and POS.
Must have valid driver license and meet the company’s insurance requirements for operation of motorized or electrical vehicles.
Self-driven and able to work independently.
Exceptionally strong in issue resolution and proven analytical skills with a strong attention to detail

CONFIDENTIALITY AND DATA PROTECTION
Confidential and proprietary information is secret, valuable, expensive and/or easily replicated. Common examples of confidential information are:

Unpublished financial information
Data of Guests/Partners/Vendors/Employees
Guest info
Data entrusted to our company by external parties
Pricing/marketing and other undisclosed strategies
Documents and processes explicitly marked as confidential
Unpublished goals, forecasts and initiatives marked as confidential

Employees may have various levels of authorized access to confidential information.

Lock or secure confidential information at all times
Shred confidential documents when they are no longer needed
Make sure they only view confidential information on secure devices
Only disclose information to other employees when it is necessary and authorized
Keep confidential documents, information only if necessary and destruct otherwise according to brand and company requirements.

EDUCATION

Some College or equivalent education required.   

EXPERIENCE

Prior hospitality experience preferred.  
Prior experience in an administrative role required.   

LICENSES OR CERTIFICATIONS

Ability to provide and maintain a valid driver’s license as the position may require the operation of motorized and electric vehicles. 

GROOMING
All Staff Members must maintain a neat, clean and well-groomed appearance per Azul Hospitality standards.  Refer to the property specific required grooming and uniform standards policy.
 
ATTENDANCE
Regular attendance in conformance with the standards, which may be established by Azul Hospitality, from time to time, is essential to the successful performance of this position.  Staff with irregular attendance / tardiness will be subject to disciplinary action, up to and including termination of employment. Upon employment, all staff is required to fully comply with Azul Hospitality rules and regulations for the safe and effective operation of the hotel’s facilities. Staff members who violate hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment.  Due to the cyclical nature of the hospitality industry, staff members may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled training sessions and meetings is required.  This job description is not an exclusive or exhaustive list of all job functions that a staff member in this position may be asked to perform from time to time.
Qualifications