Rooms, F&B & GM Administrative Operations Coordinator

Organization- Hyatt Regency Grand Cypress Summary The Rooms, F&B and General Manager Administrative Ops coordinator provides comprehensive administrative, operational, and guest-service support to the Director of Rooms, Food & Beverage Director, and Hotel General Manager. This role serves as a key administrative liaison between hotel leadership, operating departments, guests, and external partners. The position requires a highly organized, professional, and customer-service-focused individual who can manage confidential information, coordinate multiple priorities, respond to guest feedback, and support the smooth day-to-day operation for three leaders. Essential Responsibilities Administrative and Leadership Support Provide daily administrative support to the Director of Rooms, Food & Beverage Director, and General Manager. Manage calendars, meetings, appointments, correspondence, reports, presentations, and department communications. Prepare meeting agendas, take notes, and follow up on assigned action items. Coordinate communications between hotel leadership and departments including Front Office, Housekeeping, Engineering, Sales, Food & Beverage, Finance, and Human Resources. Maintain professionalism and discretion when handling sensitive guest, employee, and business information. Assist with special projects, hotel initiatives, detailed walk-throughs, and leadership assignments. Guest Relations and Customer Service Respond promptly and professionally to guest emails, inquiries, requests, concerns, and follow-up communications. Review and respond to guest surveys and online feedback in collaboration with the appropriate department leaders. Track guest concerns and ensure appropriate follow-up and resolution. Escalate service recovery issues to the appropriate leader while maintaining a calm, courteous, and solutions-oriented approach. Prepare personalized correspondence for guests, including pre-arrival communications, thank-you notes, service recovery responses, and post-stay follow-up. Maintain a visible, approachable, and service-focused presence throughout the hotel. Support the delivery of a consistent guest experience by communicating important guest preferences and concerns to the appropriate departments. Assist with recognition, celebrations, special occasions, and other personalized guest experiences. VIP and Special Arrival Coordination Coordinate VIP arrivals and departures with Front Office, Housekeeping, Food & Beverage, and relevant departments. Review VIP profiles, preferences, special requests, amenities, room assignments, and arrival details. Assist with the preparation and delivery of VIP welcome amenities and personalized touches. Conduct or coordinate pre-arrival checks to ensure rooms, amenities, and special arrangements are completed accurately and on time. Communicate VIP updates and last-minute changes to the appropriate hotel leaders and operating teams. Follow up with VIP guests during and after their stay to ensure satisfaction. Hotel Walkthroughs and Operational Support Support the General Manager and department leaders during daily hotel walkthroughs. Document observations, assign follow-up items, and track completion with the responsible departments. Assist with preparing the hotel for ownership visits, brand inspections, executive visits, events, and other high-profile occasions. Food & Beverage Support Provide administrative support to the Food & Beverage Director, including menu documentation, meeting coordination, reports, inventories, invoices, and departmental communications. Assist with the coordination of restaurant, bar, banquet, and catering-related projects. Support communication regarding guest feedback, service issues, special requests, and food and beverage experiences. Monitor follow-up items related to restaurant and banquet operations. Rooms Division Support Provide administrative and operational support to the Director of Rooms and Rooms Division leadership. Assist with tracking guest requests, room readiness, service recovery, housekeeping concerns, maintenance issues, and room inspections. Coordinate communication between Front Office, Housekeeping, Engineering, and other departments. Support the review of guest satisfaction results and identify recurring opportunities for improvement. Assist with special projects related to rooms operations, quality assurance, and guest experience initiatives. Additional Responsibilities Serve as a professional representative of hotel leadership. Maintain a strong working knowledge of hotel services, amenities, policies, outlets, hours of operation, and local area information. Protect guest privacy and maintain confidentiality at all times. Demonstrate flexibility by assisting with operational needs during high-occupancy periods, special events, staffing challenges, or other business demands. Perform other duties and special projects as assigned by the Director of Rooms, Food & Beverage Director, or General Manager. Core Competencies Exceptional written and verbal communication skills. Strong organizational skills and attention to detail. Professional, polished, and guest-focused demeanor. Ability to prioritize and manage multiple deadlines. Sound judgment and discretion when handling confidential matters. Strong follow-up and problem-solving abilities. Ability to work collaboratively with all levels of hotel leadership and staff. Commitment to service excellence and continuous improvement. Ability to remain calm, flexible, and solutions-oriented under pressure. Preferred Qualifications Previous hotel operations, guest relations, or hospitality experience Knowledge of Rooms Division and Food & Beverage operations Proficiency with Microsoft Office, Hysat/Medallia, and HotSos preferred High school diploma or equivalent required; college degree or hospitality-related education preferred Qualifications All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. #J-18808-Ljbffr Hyatt Regency