Office Coordinator - Engineering

Pyramid Global Hospitality; Captiva (FL); On-site; USD 28,000 - 34,000; Full time

Job summary

Pyramid Global Hospitality operates the South Seas resort on Captiva Island, Florida. We are seeking an Office Coordinator to manage office communications and support facilities and operations across the resort.

As part of our team, you will handle admin tasks, vendor coordination, expenses tracking, and record keeping to ensure smooth daily operations.

Qualifications

• High School Diploma or GED is required.
• At least 1 year of resort operations support experience.
• Proficiency with Office 365 and Excel is required.
• Typing speed of 50 words per minute or faster.

Responsibilities

• Maintain departmental checkbook, recording expenses and month-end reporting.
• Prepare invoices for engineering work with supporting documentation.
• Assist with weekly payroll reporting for accuracy.
• Order stock parts and supplies to maintain par levels monthly.
• Coordinate proposals and bids with third-party contractors for repairs.
• Maintain and file required inspections and compliance records.

Skills

Typing speed 50 wpm

Communication

Education

High School Diploma or GED

Tools

Office 365

Excel

Job description

Pyramid Global Hospitality is a leading hospitality management company with a portfolio of more than 200 hotels and resorts and over 18,000 associates across the United States, Caribbean, and Europe. Our platform includes Benchmark Resorts & Hotels, a collection of distinctive independent properties; Axiom Hospitality, our European hotel management company; and PYRAMIDWORKS, which provides integrated workplace and facilities services. With corporate offices in Boston, The Woodlands, Texas, and London, Pyramid combines global scale with a hands‑on approach focused on exceptional service, operational excellence, and long‑term partnerships.

At Pyramid, our people are at the heart of everything we do. We are committed to creating an environment where associates are respected, supported, and empowered to grow their careers. Team members have the opportunity to collaborate directly with experienced leaders, take on meaningful stretch assignments, and gain exposure to a diverse portfolio of properties, brands, and markets. Whether you are beginning your hospitality career or bringing years of experience, you'll find opportunities to learn, develop, and make an impact.

Our commitment to associates, guests, owners, and the communities we serve has helped make Pyramid and our properties among the most recognized in hospitality. From being named among the best places to work by respected publications such as USA Today, The Boston Globe, and The Houston Chronicle to earning top travel accolades from Travel + Leisure, Condé Nast Traveler, Forbes Travel Guide, and U.S. News & World Report, these recognitions reflect the culture, service excellence, and commitment to people that define the Pyramid experience.

About Our Property

Welcome to South Seas, a premier resort destination in the Pyramid Global Hospitality portfolio, located on the beautiful shores of Captiva Island, Florida. Featuring 279 guest rooms and over 7,000 sq ft of meeting and event space, South Seas spans 330 acres of coastal beauty, offering a truly unique setting for hospitality professionals.

At South Seas, team members have the opportunity to be part of a resort experience unlike any other, surrounded by pristine beaches, a thriving wildlife preserve, and a setting that showcases the best of Southwest Florida. From supporting memorable events to delivering exceptional guest experiences across the resort's diverse offerings, every role plays an important part in bringing the South Seas experience to life.

Joining our team means becoming part of a people‑first culture that values teamwork, growth, and a passion for hospitality. Whether you're building your career in guest services, food and beverage, recreation, housekeeping, sales, or another department, you'll find opportunities to learn, grow, and make a meaningful impact.

Our Property

What you will have an opportunity to do:

Captiva Island has been the destination of choice for generations of families. South Seas, for many, is where the destination has come to life. The 330-acre retreat and wildlife nature preserve on the Florida Gulf Coast offers elevated coastal experiences and world-class amenities designed to appeal to a multitude of guests. Join this passionate and hardworking team and enjoy working in paradise.

Our Core Values

We are in the business of creating an authentic sense of place for families to return to time and time again while committing ourselves to creating memorable and fun experiencers through passionate, attentive service. This mantra is reflected in everything we do and every interaction we have whether it be in hospitality operations management, asset management, development, or sales & marketing. Our values define who we are.

• Be Authentic


• Practice Humility


• Cultivate Teamwork


• Value Time


• Be Trustworthy

South Seas offers a very competitive salary and generous benefits including:

• Low-cost Medical, Dental, Vision Plans


• Paid Life Insurance


• Short- and Long-Term Disability


• Paid Time Off & Holidays


• 401(k) with 100% match up to 4 percent


• Commuter and Company-paid Toll Programs


• Employee Daily Meal Program

Position Overview

The Office Coordinator is responsible for managing office communications and facilitating key departmental tasks and procedures. We are looking for a team member with strong facility maintenance and or construction office administrative background. Their duties will include yet not limited to oversite of the key departmental administrative responsibilities.

Essential Functions

Financial Job Duties

• Maintain departmental checkbook, accurately recording all expenses and prepare month end reporting.


• Prepare and submit invoices for all billable work performed by the engineering department. Must be timely and with backup to post to owner accounts in the month for the month.


• Assist with weekly pay roll reporting ensuring accurate and timely submissions.

Inventories and Supplies

• Ordering stock parts and supplies to maintain established par levels on a monthly basis with consideration to budgeted expenses.


• Sourcing custom and one-off parts to reduce down time on guest units and equipment.

Vendor Coordination

• Assist procuring proposals and or multiple bids when third party contractors are required for repairs and maintenance.


• Scheduling of third-party contractors and effectively communicating scheduled work with all necessary resort departments.

Record Keeping

• Maintain and appropriately file all State required inspections, and coordinate schedules of responsible vendors to ensure the resort is always in a compliant status.
  
  
  
  • Alarm Panels & Fire Suppression Systems
  
  
  • State Elevator Inspections
  
  
  • DEP Documentation
  
  
  • Balcony Certificates
  
  
  • State Health Inspections
  
  
  
  


• Coordination of facility maintenance contracts including yet not limited to the list below, to ensure vendors obligations are fulfilled.
  
  
  
  • Pest Control
  
  
  • Grease Trap Servicing
  
  
  • Equipment Service Contracts
  
  
  • Kitchen Hood Cleaning
  
  
  
  

What are we looking for?

Position Requirements

High School Diploma/GED; AND one (1) year of resort operations support experience; OR an equivalent combination of education, training, and experience.

Must be proficient in Office 360, and be able to keystroke at 50 wpm, without error, and be experienced in basic Excel.

Working Conditions – Physical/Mental Requirements

• Must be able to work in a fast paced, deadline driven environment.


• Mobility to work in an office setting, use standard office equipment.


• Stamina to sit for extended periods of time.


• Strength to lift and carry up to 20 pounds.


• Vision to read printed materials and computer screens with dexterity to utilize computer equipment.


• Hearing and clear speech to communicate in person or over the telephone.


• Must be able work in different types of weather sometimes extreme, including high temperatures and humidity.


• Schedule: days and times may vary based on need, this is not a remote position.

Our company ("Company") fully subscribes to the principles of Equal Employment Opportunity. It is our policy to provide employment, compensation, and other benefits related to employment based on qualifications, without regard to race, color, religion, national origin, age, sex, veteran status, genetic information, disability, or any other basis prohibited by federal, state or local law.

In compliance with the Americans with Disabilities Act (ADA) and applicable federal, state and/or local laws, it is our policy to provide reasonable accommodation upon request during the application process to applicants in order that they may be given a full and fair opportunity to be considered for employment.

As an Equal Opportunity Employer, we intend to comply fully with applicable federal, state and/or local employment laws and the information requested on this application will only be used for purposes consistent with those laws. To the extent required by applicable law, The Company maintains a drug- free workplace.

Compensation

$20.00

$25.00

Pyramid Global Hospitality is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Actual compensation packages are based on a wide array of factors unique to each candidate, including but not limited to skill set, years & depth of experience, certifications and specific office location. This may differ in other locations due to cost of labor considerations.