Facilities & Lodging Administrative Coordinat

Job Description

Department: Lodging / Facilities

Reports To: Facilities Director

FLSA Status: Non-Exempt (Hourly)

Supervisory Responsibility: None (Non-Supervisory Role)

The Facilities & Lodging Administrative Coordinator provides comprehensive administrative support for the Club’s lodging, facilities, and maintenance operations. This position plays a critical role in ensuring accurate coordination of lodging reservations, facilities documentation, labor tracking, billing support, and departmental reporting. Working closely with the Facilities Director, the Coordinator serves as a central point of communication and organization, supporting daily operations through effective recordkeeping, compliance tracking, and professional communication with Club members, guests, owners, and staff.

This non-supervisory role requires strong attention to detail, confidentiality, and the ability to manage multiple priorities in a service-oriented environment.

• Lodging Reservations & Guest Coordination
  Coordinate all lodging reservations, including receiving booking requests, confirming availability, processing changes and cancellations, and ensuring reservation details are accurately recorded. Maintain lodging calendars and availability schedules, communicate lodging policies and confirmations to members and guests, and coordinate check-in and check-out schedules with the Facilities Director to ensure smooth transitions and readiness.
• Facilities & Maintenance Administrative Support
  Provide administrative support for facilities and maintenance operations by organizing documentation, tracking work orders, recording maintenance activities, and maintaining accurate departmental records. Assist the Facilities Director with operational reporting, follow-up on maintenance-related requests, and ensure documentation supports planning, accountability, and audit readiness.
• Billing, Revenue & Owner Support
  Support accurate and timely billing processes related to lodging and owner-owned units by verifying reservation details, rates, length of stay, and applicable charges. Track employee labor hours worked in RMA and Non-RMA owner-owned units and compile detailed records for owner billing. Coordinate with Accounting to submit complete and accurate billing information and assist in resolving discrepancies as needed.
• Compliance & Documentation Management
  Collect, review, and maintain required hotel occupancy tax-exempt forms and supporting documentation. Verify eligibility prior to billing, ensure proper application of exemptions, and maintain organized records to support compliance, audits, and internal controls.
• Administrative Reporting & Recordkeeping
  Maintain organized files related to lodging reservations, billing support, labor tracking, compliance documentation, and facilities operations. Prepare internal reports related to lodging usage, occupancy trends, labor allocation, and departmental activity. Ensure all records are complete, current, confidential, and audit-ready.
• Communication & Professional Standards
  Serve as an administrative point of contact for lodging, facilities, and maintenance-related inquiries. Communicate professionally and effectively with members, guests, owners, vendors, and internal departments. Uphold Club standards, policies, and service expectations while maintaining discretion and confidentiality at all times.

• High school diploma or equivalent required; additional education or training in administration, hospitality, or facilities management is a plus.
• Prior experience in administrative support, facilities coordination, hospitality operations, or maintenance support preferred.
• Strong written and verbal communication skills with the ability to interact professionally with diverse audiences.
• Excellent organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines.
• Proficiency in Microsoft Office applications (Outlook, Word, Excel); experience with reservation, timekeeping, or property management systems preferred.
• Ability to handle sensitive information with discretion and maintain confidentiality.