Administrative Coordinator

Grand Pacific Resorts; Carlsbad (CA); On-site; USD 36,000 - 48,000; Full time

Job summary

Grand Pacific Resorts in Carlsbad, California, seeks an administrative professional to support Engineering, Housekeeping, and Guest Services.

The role involves clerical tasks, managing payrolls, and acting as a liaison between departments. Candidates should have 1-2 years of experience, proficiency in English and Spanish, and skills in Microsoft Office.

This is an opportunity to work in a professional environment with a focus on confidentiality and integrity.

Qualifications

• 1-2 years of administrative experience.
• Prior housekeeping experience preferred.
• Experience in filing systems.

Responsibilities

• Perform clerical duties such as typing, filing, and answering phones.
• Maintain filing systems and vendor information.
• Assist managers in payroll and scheduling appointments.
• Coordinate guest requests and manage lost and found items.

Skills

English and Spanish proficiency

Strong communication skills

Organizational skills

Attention to detail

Basic computer skills

Education

High school diploma or equivalent

Tools

Microsoft Word

Excel

Outlook

Job description

Position Purpose

This position performs administrative duties and provides general support for multiple departments, including Engineering, Housekeeping, and Guest Services. Responsibilities include maintaining filing systems, managing checkbooks and payrolls, acting as liaison between departments and vendors, and maintaining a professional environment with the utmost confidentiality and integrity.

ESSENTIAL FUNCTIONS

• Perform clerical duties such as typing correspondence and reports, filing, and answering phones.
• Maintain and upkeep various filing systems, including vendor information.
• Assist managers in daily payroll duties and in updating monthly checkbooks and coding invoices for the departments.
• Act as the daily liaison for lost and found items.
• Maintain Synergy logs for Housekeeping.
• Coordinate the PM program through communications with all three departments.
• Assist in monthly inventories for the departments.
• Order supplies for the departments.
• Assist managers in scheduling appointments and meetings.
• Maintain a professional working environment and attitude.
• Maintain and upkeep all office equipment.
• Answer all telephone calls coming into the Housekeeping office.
• Coordinate and distribute guest requests via StarGuest and telephone, ensuring they are addressed promptly.
• Manage early arrivals/VIP special requests, continuously updating Housekeeping Managers on room priorities.
• Update additional credits/rollaway beds and cribs make‑up and delivery charges sheet daily.
• Ensure key and phone distribution system is well maintained and inventory records are updated.
• Record all late or absent employees on the designated attendance sheet.
• Monitor occupancy status of guest rooms continuously, communicating with the Front Office.

SUPPORTIVE FUNCTIONS

• Perform general cleaning tasks using standard hotel cleaning products as assigned by a supervisor, adhering to health standards.
• Perform other duties as requested, such as cleaning unexpected spills and executing special guest requests.

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES

• Speak, read, write and understand English and Spanish.
• Strong verbal and written communication skills.
• Basic computational ability and computer skills.
• Professional demeanor and the ability to relate to a wide range of stakeholders.
• Strong organizational, project management, multi‑tasking, and time‑management skills, with the ability to balance multiple projects while meeting deadlines.
• Highly responsible, capable of handling confidential information with discretion.
• High attention to detail and accuracy.
• Resourceful, proactive, and flexible with scheduling, including evenings and weekends as required.

PHYSICAL DEMANDS

• Work is performed indoors, temperatures are moderate.
• Stand and move well‑paced for up to 7 hours.
• Walk, direct activities, and occasionally lift items up to 15 lbs.; lift 25 lbs. regularly and up to 50 lbs. occasionally.
• Push and pull carts and equipment up to 250 lbs. occasionally.
• Perform repetitive motions, bending, stooping, squatting, and stretching as required for cleaning and inspection tasks.
• Maintain manual dexterity to use and operate office equipment such as computers, printers, scanners, and other devices.
• Require good vision, hearing, and the ability to speak and listen continuously.

QUALIFICATIONS

• High school diploma or equivalent education.
• 1‑2 years of administrative experience.
• Prior housekeeping experience preferred.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Experience in filing systems.

All employees must maintain a neat, clean, and well‑groomed appearance in accordance with the hotel’s standards. Regular attendance and compliance with hotel rules and regulations are required and will be monitored; irregular attendance may result in disciplinary action up to termination.

This job description is not an exclusive or exhaustive list of all job functions an employee in this position may be asked to perform from time to time.