Business Operations Coordinator

City of Chula Vista; Wisconsin Dells (WI); On-site; USD 55,000 - 75,000; Full time

Job summary

City of Chula Vista is seeking a Business Operations Coordinator to serve as a trusted partner to the VP and as the administrative hub of the department. The role balances executive support, office administration, and contract processing in a fast-paced hospitality environment.

You will manage calendars, prepare meeting materials, track action items, maintain confidential files, and coordinate cross‑department projects.

Qualifications

• Three to five years in business operations or hospitality administration.
• Advanced proficiency with Microsoft Office 365 and related programs.
• Excellent written and verbal communication.
• Ability to handle confidential information.
• Experience with CRM systems and contract processing.

Responsibilities

• Manage calendars, meetings, daily priorities, and follow-ups for executives.
• Prepare agendas, presentations, reports, and executive materials.
• Track action items and ensure follow-up on key initiatives.
• Draft professional correspondence and maintain confidential files.
• Coordinate operational projects across departments and improve processes.
• Prepare, review, and process contracts and maintain files.

Skills

Office Suite

CRM software

Contract processing

Calendar management

Project coordination

Communication skills

Tools

Delphi.fdc

Salesforce

Zoom/Teams

Job description

JOB REQUIREMENTS

The Business Operations Coordinator serves as a trusted partner to the Vice President and as the administrative and operational hub of the department. 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. The ideal candidate is highly organized, proactive, service-mindful, and detail-oriented. They are comfortable shifting between executive support, office administration, contract processing, client communication, and project coordination in a fast-paced hospitality environment. They demonstrate exceptional professionalism, sound judgment, confidentiality, and the ability to anticipate needs before they arise.

Executive Support

• 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.

Business Operations

• Coordinate operational projects across multiple departments.
• 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.

Contract & Document Administration

• 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.

Office & Administrative Operations

Executive & Departmental Coordination

OTHER EXPERIENCE AND 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. Experience within hospitality, hotels, resorts, or event management. Experience with Delphi.fdc or

Other CRM Sales Softwares Such As Salesforce Experience Processing contracts or legal business documents. Familiarity with CRM systems, project management software, or operational reporting. Ex erience supporting executive leadership.

Physical Requirements

Prolonged periods sitting at a desk and working on a computer. Ability to occasionally lift up to 25 pounds. Ability to move throughout the resort property for meetings and operational support.