Architecture Design and Construction/Facilities Departmental Coordinator
Sonesta Hotels International Corporation, Newton, NJ, United States
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 the team by providing personalized and timely support to individual team members and to the department as a whole. The role supports the Vice President and others within the department for all administrative efforts and assists in maintaining, organizing and communicating the department's hotel projects, design documents and data. It requires maintaining a basic understanding of Sonesta Brand Standards and assisting in updating and communicating those standards under the direction of the Brand Ambassadors, along with daily communication with remote members of the department.
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 maintain/update/alter 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, under guidance of other team members.
Assist with planning and coordinating departmental meetings & gatherings, including reserving meeting space and making event arrangements.
Prepare PowerPoint 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 initiatives, 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
Associate's 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, including excellent listening skills, note‑taking skills, concise communications and targeting the message to specific audiences.
Proficiency in MS Office Suite products (Word, OneNote, Excel, PowerPoint, Outlook, Teams, etc.).
Proficiency in use of project‑planning tools (MS Project, Smartsheet, etc.) preferred.
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 overall experience.
Benefits
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
Equal Opportunity Employer
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.
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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 the team by providing personalized and timely support to individual team members and to the department as a whole. The role supports the Vice President and others within the department for all administrative efforts and assists in maintaining, organizing and communicating the department's hotel projects, design documents and data. It requires maintaining a basic understanding of Sonesta Brand Standards and assisting in updating and communicating those standards under the direction of the Brand Ambassadors, along with daily communication with remote members of the department.
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 maintain/update/alter 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, under guidance of other team members.
Assist with planning and coordinating departmental meetings & gatherings, including reserving meeting space and making event arrangements.
Prepare PowerPoint 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 initiatives, 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
Associate's 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, including excellent listening skills, note‑taking skills, concise communications and targeting the message to specific audiences.
Proficiency in MS Office Suite products (Word, OneNote, Excel, PowerPoint, Outlook, Teams, etc.).
Proficiency in use of project‑planning tools (MS Project, Smartsheet, etc.) preferred.
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 overall experience.
Benefits
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
Equal Opportunity Employer
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.
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