Architecture Design and Construction/Facilities Departmental Coordinator

Sonesta Hotels; Orlando (FL); Hybrid; USD 41,000 - 51,000; Full time

Benefits offered by this job

Medical, Dental and Vision Insurance

401(k) Retirement Plan with Company M

Paid Vacation and Sick Days

Sonesta Hotel Discounts

Educational Assistance

Paid Parental Leave

Company Paid Life Insurance

Short/Long Term Disability Insurance

Job summary

Sonesta International Hotels is seeking a highly organized Departmental Coordinator to support the Architectural, Design and Construction (AD&C) team. You will help coordinate design projects, communications, and data, reporting to the Vice President and assisting in maintaining departmental standards.

This hybrid role is based at our Newton, MA or Orlando, FL offices, with three in-office days and two remote days each week.

Qualifications

• Associates Degree required; Bachelor’s Degree preferred.
• 3+ years of administrative assistance experience.
• Proficient in MS Office; familiarity with brand/design context is a plus.

Responsibilities

• Provide administrative support to the AD&C department and VP.
• Schedule appointments and manage calendars.
• Make travel arrangements and prepare expense reports.
• Prepare communications and draft emails.
• Coordinate meetings and events, reserve spaces.
• Maintain departmental databases and asset libraries.
• Coordinate contracts with stakeholders.

Skills

Administrative support

Organizational skills

Written communication

Interpersonal skills

MS Office

Smartsheet

MS Project

Education

Associates Degree

Bachelor’s Degree preferred

Tools

MS Project

Smartsheet

MS Office Suite

Job description

We’re Sonesta International Hotels.

The 8th largest hotel company in the U.S.—and growing fast.

An epic blend of full-service and focused hotels in major cities, Sonesta’s uniquely diverse portfolio of owned, managed, and franchised properties makes us everywhere you want to be. Driven by the human side of hospitality, we deliver service with passion, loyalty with purpose, and experiences that truly connect.

Together We Thrive —bringing quality, value, and amazing hospitality to every guest, every stay, across 1000+ properties in eight countries and counting.

Job Description Summary

The Departmental Coordinator will perform a variety of administrative tasks to support Sonesta’s Architectural, Design and Construction (AD&C) Department. Reporting to the Vice President, the Departmental Coordinator will help contribute to the efficiency of our team by providing personalized and timely support to individual team members and to the department as a whole.

The individual will support the Vice President and others within the department for all administrative efforts and assist in maintaining, organizing and communicating the department’s hotel projects, design documents and data.

The Departmental Coordinator will maintain a basic understanding of Sonesta Brand Standards and assist in updating and communicating those standards under the direction of the Brand Ambassadors. Communication with other key Sonesta departments, including Brand, Franchise Operations, Managed Operations, Capital Projects and Facilities teams is required. Daily communication with remote members of the department is crucial.

The ideal candidate is exceptionally organized and detail oriented, with excellent written communication and interpersonal skills, and demonstrates a strong attention to detail, can adapt to shifting priorities, and is comfortable working within a fast pace and dynamic environment. The candidate needs to be resourceful, innovative, and proactive to support their department and executive leaders. They must think independently to make decisions under pressure, have great time management skills and be able to act with minimal guidance.

This is a hybrid role based at either our Newton, MA or our Orlando, FL corporate office, with an in-office schedule of three days per week and two remote workdays.

Job Description

Responsibilities

• Support the AD&C Department’s efforts across the design management, design strategy, capital projects, franchise projects and facilities engineering disciplines.
• Act as the point of contact for the AD&C Department among corporate and hotel employees and external partners/vendors.
• Provide administrative assistance, such as writing and editing e-mails, drafting memos, responding to vendor phone calls and preparing communications.
• Assist with scheduling appointments and maintains/updates/changes calendars as needed.
• Assist with making travel arrangements and preparing expense reports.
• Support the execution of key departmental processes by organizing workflows, tracking progress, and maintaining communication, while under the guidance of other team members.
• Assist with planning and coordinating departmental meetings & gatherings, including reserving meeting space and making event arrangements.
• Prepare Power Point presentations for both internal and external audiences.
• Create and manage/update various databases and organizational tools as necessary for maintenance/communication of design and project information for all Brands.
• Update asset management and project management platforms with current documents.
• Coordinate the execution of contracts with external and internal stakeholders.
• Other projects as assigned.

Strategy/Planning

• Manage new-build hotel and renovation project reporting, under the direction of the department’s Project Managers, utilizing Smartsheet project management software and other database and project tracking tools.
• Assist with capital project reporting utilizing Smartsheet and Transcendent software platforms.

Operational Functional

• Manage the general departmental e-mail inbox and screen/direct incoming inquiries to the appropriate individual or department.
  • Respond directly to basic inquiries once the individual becomes familiar with established Brand design direction.

Organizational Management

• Manage and update various department libraries, directories and databases (under the direction of the department’s Brand Ambassadors) including, but not limited to:
  • Sonesta-preferred vendor contacts
  • Prototypical furniture, fixtures and equipment (FF&E) specifications
  • Prototypical mechanical, electrical and plumbing (MEP) specifications
  • AD&C Brand Standards
  • Brand Design Guides
• Support, comply and promote company initiative, policies and guidelines.
• Assist with general reporting and follow-up as needed for the department.

Leading with Passion

• Be the face of the AD&C Department at Sonesta Corporate Headquarters.
• Answer questions/inquiries as needed. Research and follow up on inquiries that require more in-depth information.
• Focus on the mission and well-being of the department, hotel, and company as a whole.
• Lead by example and operate with integrity and respect.

Requirements

• Associates Degree required, Bachelor’s Degree preferred.
• 3+ years of demonstrated experience in administrative assistance. Experience in administrative assistance for hotel brand companies, architectural design firms, or related industries, is preferred.
• Well-developed and effective team skills; able to be an active partner in a cooperative and accountable team environment.
• Strong organizational skills including attention to detail and prioritization
• Strong facilitation and interpersonal skills; self-starter, positive, high energy; demonstrated ability to work effectively with senior management, peers and entry-level employees; ability to work cross-functionally to support meeting and exceeding customer expectations.
• Ability to act as a positive role model to peers and team members.
• Experience working in a fast-paced, deadline-driven environment and able to manage priorities well.
• Excellent written and verbal communication skills. This includes excellent listening skills, note-taking skills, concise communications and targeting the message to specific audiences.
• Proficiency in MS Office Suites of products, (Word, OneNote, Excel, PowerPoint, Outlook, Teams etc.).
• Proficiency in use of project planning tools (MS Project, Smartsheet, etc.) preferred.

Additional Job Information/Anticipated

Pay Range

Pay range: $30.00 to $37.00 per hour. Base pay offered may vary depending on various factors including but not limited to job related knowledge, skills, and job specific/overall experience.

Benefits

Sonesta recognizes that benefits play a vital role in helping ensure the health and financial security of employees and their families. We offer a variety of benefits to our employees including:

• Medical, Dental and Vision Insurance
• Health Savings Account with Company Match
• 401(k) Retirement Plan with Company Match
• Paid Vacation and Sick Days
• Sonesta Hotel Discounts
• Educational Assistance
• Paid Parental Leave
• Company Paid Life Insurance
• Company Paid Short Term and Long Term Disability Insurance
• Various Employee Perks and Discounts
• Hospital Indemnity
• Critical Illness Insurance
• Accident Insurance

Sonesta is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or other characteristics protected by law.