Guest Service Administrative Coordinator
About The Position
The Guest Service Administrative Coordinator plays a vital behind-the-scenes role in delivering exceptional, personalized guest experiences. This position supports the concierge team through detailed administrative coordination, itinerary development assistance, guest communications, and PBX coverage. While this role is not guest-facing in the traditional sense, it is deeply connected to the overall guest journey. The ideal candidate thrives in a fast paced luxury environment, demonstrates exceptional organizational precision, and communicates with warmth, polish and professionalism.
Requirements
- Prior administrative, hospitality, or luxury service experience preferred.
- Exceptional written and verbal communications skills.
- Highly organized with strong attention to detail.
- Ability to manage multiple tasks and deadlines with composure.
- Ability to handle sensitive guest information with discretion.
- Professional telephone etiquette.
Responsibilities
- Assist the concierge team in building, formatting, and finalizing detailed guest itineraries.
- Ensure all confirmations (dining, transportation, activities, spa, winery visits, etc.) are secured and documented accurately.
- Track reservation deadlines, cancellation policies, and follow-up requirements
- Maintain organized records of vendor communications and confirmations.
- Update internal systems with accurate guest preference and itinerary details.
- Communicate via phone and email with professionalism consistent with luxury service standards.
- Ensure all correspondence reflects warmth, clarity, and brand voice.
- Identify opportunities to elevate the guest experience through thoughtful follow-through.
- Provide PBX support during peak times, breaks or as operationally required.
- Answer calls promptly and professionally, directing inquiries accurately.
- Uphold excellent service level telephone etiquette and standards.
- Escalate urgent matters appropriately.
- Support the concierge team during high volume periods.
- Assist with special projects, VIP coordination documentation, and seasonal initiatives.
- Contribute to a culture of collaboration, precision, and anticipatory service.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
