Island Activities Coordinator

Four Seasons Hotels and Resorts • Lanai City, HI

18d

About The Position

The Four Seasons Resorts Lāna’i is looking for an Island Activities Coordinator who shares a passion for excellence and who infuses enthusiasm into everything they do. Our teams’ have the opportunity to shape our guest experience by providing exceptional knowledge of the Resort and exemplifying the Golden Rule in each interaction. Work authorization required. The Island Activities Coordinator is responsible for delivering exceptional guest service while managing, coordinating, and confirming all private activity reservations. This role ensures smooth communication between guests, desk agents, vendors, guides, and internal departments, and maintains accuracy in scheduling, billing, and operational details for every private experience. The coordinator creates an atmosphere of aloha and Hawaiian hospitality while anticipating guest needs and ensuring a seamless, high-touch experience.

Requirements

• Successful candidate must possess legal work authorization in United States
• Ability to stand for extended periods, lift up to 50 lbs, and push/pull as needed during shifts.
• Weekend and Holiday availability required.
• Strong guest service mindset with attention to detail
• Excellent organization, communication, and follow-through
• Proven ability to manage multiple priorities while maintaining accuracy
• Comfortable working with luxury guests and VIP expectations
• Sales confidence and ability to recommend experiences in a natural, guest-focused way

Nice To Haves

• experience in hospitality, concierge, reservations, or activity operation

Responsibilities

• Guest Service & Private Booking Coordination
• Provide warm, sincere, and professional guest service with aloha spirit at all times
• Manage all private booking inquiries from start to finish, including but not limited to private charters (snorkel, whale watch, fishing, sunset, dives), private tours (UTV, cultural experiences, hiking, horseback, specialty requests), and custom itineraries/VIP experiences
• Confirm all details for private bookings including timing, meeting location, inclusions, restrictions, and special notes
• Maintain confidentiality and professionalism with VIP requests and guest information
• Sales & Guest Experience Enhancement
• Promote, sell, and coordinate resort activities with a focus on private bookings
• Upsell experiences when appropriate, including premium options, upgrades, or add-ons
• Support department revenue goals through strong follow-up and conversion
• Clearly communicate pricing, policies, and cancellation terms with accuracy and confidence
• Reservations Systems, Scheduling & Reporting (Book4Time)
• Manage daily use of the Book4Time reservation system to support activity bookings, private experiences, and tour scheduling
• Load, build, and maintain tours/activities in Book4Time, ensuring accuracy of experience descriptions, guest requirements, duration/start times, capacity limits/inventory controls, rates/pricing codes/charge routing, locations/meeting points, and cancellation policies/booking rules
• Create, update, and publish weekly and seasonal activity schedules in Book4Time as directed
• Monitor real-time availability to ensure experiences align with staffing, equipment, and operational limits
• Run and distribute daily, weekly, and monthly activities reports, including participation counts, revenue totals, private booking production, cancellations/no-shows, and capacity utilization/sell-through
• Ensure reservation records are accurate and complete for operations, forecasting, and finance reporting
• Identify booking/reporting discrepancies and communicate issues to leadership for resolution
• Operational Coordination & Communication
• Coordinate daily logistics with key partners including Guest Experience teams, guides/captains/instructors, Transportation team, retail/activity center staff, and third-party vendors
• Support daily readiness by reviewing schedules, ocean/weather conditions, and operational updates
• Maintain calm, solution-focused communication during high volume and changing conditions
• Billing, Payments & Administrative Responsibilities
• Handle guest check-ins and booking confirmations per SOP
• Process billing and payments accurately (room charges, credit card transactions, posting)
• Maintain required documentation such as waivers, manifests, and guest notes
• Ensure all transactions meet department cash handling and accounting standards
• Additional Duties
• Support events, VIP arrivals, and group itineraries as assigned
• Assist with onboarding/training of new coordinators
• Perform other duties as assigned by the Activities Management team

Benefits

• 100% Employer contributed Medical, Dental, and Vision benefits
• Competitive wages and other benefits (Retirement Plan, Wellness Credit, etc.) as well as Paid Time Off & Holiday Pay
• Inclusive and diverse employee engagement & recognition events all year-round
• Complimentary stays and exclusive discounts at Four Seasons Worldwide
• Complimentary Employee Meals & Dry Cleaning for Employee Uniforms
• Owner subsidized on-island housing, inter-island airfare to Oahu and other resources
• Comprehensive learning and development programs to help you master your craft
• Energizing Employee Culture where you are encouraged to be your true self!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed