Housekeeping Office Coordinator

WE PREPARE, INSPIRE, EMPOWER, ENTRUST IN YOU! JOIN OUR DREAM MAKER CULTURE ©

“We look for people with great hearts who care and are passionate and want to be part of the Acqualina Difference.”

 Deborah Yager Fleming, CEO and Partner

We are committed to invest in our people to develop a happy and prosperous future. We support you every step of the way in your career journey and offer benefits and unique learning and development opportunities that include:

Competitive Wages • Medical, Dental, Vision Insurance • Life Insurance • 401K Program • Paid Holidays and Vacation • Outstanding Recognition and Awards Program • Effective Training Programs • Tuition Reimbursement • Complimentary Parking and Meals in Dedicated Employee Restaurant • Preferred Pricing on Food and Beverage, Spa Treatments and Retail Purchases • Management Programs to Progress on Your Career Journey • Health and Wellness Fairs

JOB OVERVIEW:

Provide clerical/secretarial and administrative support for the Housekeeping department, including dictation, typing, computer input, filing, tracing, answering telephones, printing reports, payroll, maintaining employee files and departmental records/logs.

REPORTS TO: Director of Housekeeping/, Assistant Manager.

Qualifications

Essential:

• High school graduate.
• Fluency in English both verbal and non-verbal.
• Computer proficiency mainly in Excel, Words, Outlook and Power-point.
• Familiar with software and programs related to Hospitality/Housekeeping.
• Proven experience in housekeeping or a related field, with prior supervisory or coordinating experience preferred.
• Strong organizational and time-management skills, with the ability to prioritize and multitask.
• Excellent communication and interpersonal skills to effectively interact with staff, management, and guests.
• Attention to detail and a commitment to maintaining high cleanliness standards.
• Flexibility to work varied shifts, including weekends and holidays, as needed.
• Ability to:

• Assign daily tasks and room assignments to housekeeping staff, ensuring optimal workflow and efficiency.
• Monitor and track the completion of cleaning schedules, inspecting areas for quality and adherence to standards.
• Maintain and manage inventory of cleaning supplies and equipment, placing orders as needed to avoid shortages.
• Respond promptly to guest or client inquiries, special requests, and concerns related to housekeeping services.
• Collaborate with other departments to coordinate housekeeping efforts for events, maintenance projects, or special requests.
• Prepare daily and weekly reports on housekeeping operations, staff performance, and supply usage.
• Train new team members on housekeeping procedures, safety protocols, and company standards.
• Ensure compliance with health, safety, and sanitation regulations at all times.

Desirable:

• Some college.
• Experience in Hospitality Industry in similar position.
• Previous guest and resident relations training
• Fluency in a second language, preferably Spanish and/or Creole.
• Familiar with HotSOS System application.
• Familiar with preventive maintenance programs.

Essential Job Functions

• Maintain complete knowledge of and comply with all departmental policies/service procedures/standards, including Forbes/LQA/AAA standards.
• Assign guestrooms to room attendants and turndown attendants in Rex/Hotsos.
• Assign and monitor cleaning of arrival rooms, daily/evening services, and special guest requests.
• Assign and monitor completion of balcony cleaning and item delivery via Hotsos tickets.
• Ensure adequate staff is scheduled for the following shift.
• Update room status in Opera Cloud as required.
• Anticipate guest and residents’ needs, responding promptly while following all company standards.
• Ensure HOTSOS tickets are reviewed and resolved daily in a timely manner.
• Manage HOTSOS tickets and assign them in a relevant manner, in order of priority.
• Remain informed on the status of all open HOTSOS tickets, on a daily basis.
• Log and action all guest and resident complaints, ensuring guest and resident satisfaction, whether by resolving the complaint and/or escalating it to the pertinent leader.
• Monitor and maintain cleanliness, sanitation, and organization of assigned work areas.
• available laundry/dry cleaning services and hours of operation
• Set up workstation with necessary supplies and resource materials.
• Read previous shift handover email daily and record all pertinent information in the handover email sent to the following shift.
• Check employee attendance and document tardiness and absenteeism.
• Log departmental days off requests.
• Complete supply requisitions and generate Purchase Orders to be submitted to the Director of Housekeeping.
• Prioritize assignments and tasks for the shift.
• Make telephone calls to specified individuals as necessary and/or requested by the Managing Team.
• Make photocopies as required.
• Attend designated meetings.
• Maintain all necessary reference books and manuals as required.
• Create work orders for maintenance and repairs in Hot-SOS.
• Support and coordinate guestroom deep cleaning program.
• Maintain PRP/Deep Clean records.
• Coordinate completion of guestroom projects as assigned by housekeeping leadership and log all completed/pending rooms/areas as required.
• Maintain confidentiality and security of specified resort information, correspondence, reports and files.
• To participate in our commitment to sustainability you are to engage in eco-conscious initiatives, and lead by example, contributing to our mission of fostering a greener future as we embrace the perspective that at Acqualina, we are not just a team; we are stewards of the environment and champions of sustainability.

Maintain knowledge of:

• all hotel services/features and hours of operation.
• all guest room layouts, bed types, decor, appointments, amenities, locations, numbers/names.
• housekeeping services available for guests.

SECONDARY JOB FUNCTIONS

• Attend designated meetings, take minutes, transcribe and distribute.
• Assist in inventory of housekeeping supplies as assigned.
• Assist in all areas of Housekeeping as assigned.