Business Operations Coordinator

Chula Vista Resort; Wisconsin Dells (WI); On-site; USD 45,000 - 65,000; Full time

Job summary

Chula Vista Resort seeks a Business Operations Coordinator to act as a trusted partner to Sales, Marketing and Executive leadership. You will manage calendars, coordinate meetings, prepare materials, draft communications, and ensure contracts and SOPs are properly tracked and filed.

In this role you will monitor deadlines, support strategic initiatives, and help optimize office workflows while maintaining confidentiality and professional communication with clients, partners, and staff during

Qualifications

• Three to five years of experience in business operations, executive administration, office management, project coordination, or hospitality administration.
• Advanced proficiency with Microsoft Office Suite/Office365.
• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Ability to manage multiple priorities with minimal supervision.
• Demonstrated professionalism, discretion and confidentiality.
• Professional telephone presence and clear, courteous communication with clients and colleagues.

Responsibilities

• Manage the Business Office's calendars, meetings, daily priorities, client/VIP visits, and follow ups.
• Prepare agendas, presentations, reports, and executive meeting materials.
• Track action items and ensure follow-up on key initiatives.
• Draft professional correspondence, reports, and internal communications.
• Maintain confidential files and sensitive business information.
• Assist with strategic projects and special initiatives as assigned.
• Help monitor timelines, priorities, and organizational initiatives.
• Improve internal processes to increase efficiency and organization.
• Develop and maintain SOPs, inventories, signage, and related documents.
• Coordinate contract-related activities including revisions, signatures, renewals, and storage.

Skills

Organizational skills

Communication skills

Multitasking

Professionalism

Confidentiality

Tools

Microsoft Office Suite

Zoom/Teams/Google Meet

Slack

Canva

Job description

The Business Operations Coordinator serves as a trusted partner to our Sales & Marketing Departments, along with our Executive Leadership teams, and as the administrative and operational hub of the departments. This position coordinates executive priorities, supports the daily operation of the office, manages phone and communication flow, processes business and group sales contracts, schedules meetings and follow-up activities, and helps ensure projects, client requests, and internal responsibilities move forward efficiently.

Responsibilities

• Manage the Business Office's calendars, meetings, daily priorities, client/VIP visits, and follow ups.
• Prepare agendas, presentations, reports, and executive meeting materials.
• Track action items and ensure follow-up on key initiatives.
• Draft professional correspondence, reports, and internal communications.
• Maintain confidential files and sensitive business information.
• Assist with strategic projects and special initiatives as assigned.
• Help monitor timelines, priorities, and organizational initiatives.
• Improve internal processes to increase efficiency and organization.
• Develop and maintain standard operating procedures (SOPs), physical inventories of Office Resources, Printing projects, Signage for Clients, Shipping & Receiving for Clients/Guests and keeping proper documentation of all receipts, deliverables and checklists.
• Assist leadership with planning, organization, and execution of operational initiatives.
• Prepare, review, and process contracts, agreements, and business documentation.
• Ensure documents are accurate, complete, and executed in a timely manner.
• Coordinate revisions, signatures, renewals, and contract tracking with both physical wet signature documents as well as digital signature softwares.
• Maintain organized electronic and physical contract files in both physical filing systems as well as online CRMs and file/data storage areas.
• Monitor deadlines and communicate upcoming milestones according to contract details/deadlines as well as special requests to modify details/deadlines with approvals.
• Serve as a central point of contact for the department and help maintain an organized, responsive, and professional office environment.
• Be present and available during established business hours to assist with incoming calls, visitors, employee questions, and day-to-day office needs.
• Answer and help direct incoming phone traffic for the Sales and Events departments, route inquiries to the appropriate team member, and provide general assistance when possible.
• Take complete and accurate messages, document relevant details, and help ensure timely follow-up by the appropriate team member.
• Monitor shared departmental inboxes, voicemail, and other communication channels; organize and route requests based on urgency and responsibility.
• Schedule client appointments, site visits, internal meetings, leadership discussions, training sessions, events, and follow-up meetings.
• Maintain departmental and leadership calendars, including key deadlines, contract milestones, recurring meetings, events, and follow-up commitments.
• Coordinate meeting logistics, reserve meeting spaces, prepare agendas and materials, and document or distribute action items when appropriate.
• Support the daily workflow of the office by helping prioritize incoming requests, communicating schedule changes, and ensuring employees have the information and resources needed to perform their work.
• Maintain organized electronic and physical filing systems, departmental documentation, operational records, contact lists, and shared resources.
• Coordinate incoming and outgoing mail, deliveries, correspondence, and document distribution.
• Manage office supplies, equipment needs, shared workspaces, and departmental resources; coordinate service or replenishment as necessary.
• Assist with onboarding new team members by preparing workspaces, organizing materials, coordinating access, and supporting orientation schedules.
• Help coordinate department meetings, employee recognition activities, training sessions, client events, trade shows, and team celebrations.
• Provide administrative coverage and support to department leaders as business needs and priorities evolve.
• Maintain some of Executive Leaderships strategic priority and action-item lists, helping organize deadlines, responsibilities, and required follow-up.
• Coordinate recurring leadership and departmental meetings, prepare agendas and materials, and communicate schedules and expectations to participants.
• Follow up with department leaders and team members regarding outstanding commitments, requested information, and project milestones.
• Track departmental deadlines, client follow-ups, contracts, events, and strategic initiatives to help improve visibility and accountability.
• Coordinate cross-department communication so decisions, changes, and next steps are clearly documented and shared with the appropriate individuals.
• Provide scheduling and administrative support for special projects, company initiatives, vendor meetings, and other priorities led by Executive Leadership.
• Coordinate multiple projects simultaneously while maintaining deadlines.
• Work closely with department leaders to ensure initiatives remain on schedule.
• Prepare project updates and status reports for leadership.
• Identify potential obstacles and proactively recommend solutions.
• Serve as a liaison between departments to improve communication and collaboration.
• Coordinate information between Operations, Sales, Marketing, Finance, Human Resources, Reservations, and other departments as needed.
• Provide exceptional professionalism when interacting with clients, vendors, business partners, and employees.

Qualifications

• Three to five years of experience in business operations, executive administration, office management, project coordination, or hospitality administration.
• Advanced proficiency in Microsoft Office Suite/Office365 and its corresponding programs such as Word, Excel, Powerpoint, OneNote, Canva, Zoom/Teams/Google Meet or other Video Call Softwares, Online Messaging Platforms such as Slack, ConnecTeam, Teams, etc.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Ability to manage multiple priorities with minimal supervision.
• Demonstrated professionalism, discretion, and confidentiality.
• Professional telephone presence and the ability to communicate clearly and courteously with clients, employees, vendors, and business partners.
• Ability to remain organized and responsive while managing frequent interruptions, incoming requests, and changing priorities.