Architecture Design and Construction/Facilities Departmental Coordinator

Corporate Office – Newton, MA•Newton, MA

7h•$30 - $37•Hybrid

About The Position

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, located in our Newton, MA Headquarters.

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.

Nice To Haves

Experience in administrative assistance for hotel brand companies, architectural design firms, or related industries, is preferred.
Proficiency in use of project planning tools (MS Project, Smartsheet, etc.) preferred.

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.
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.
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.
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.
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.