Architecture Design and Construction​/Facilities Departmental Coordinator

We’re Sonesta International Hotels. The 8th largest hotel company in the U.S.—and growing fast.

We’re Sonesta International Hotels. The 8th largest hotel company in the U.S.—and growing fast.

An epic blend of full-service and focused hotels in major cities, Sonesta’s uniquely diverse portfolio of owned, managed, and franchised properties makes us everywhere you want to be. Driven by the human side of hospitality, we deliver service with passion, loyalty with purpose, and experiences that truly connect.

Together We Thrive
—bringing quality, value, and amazing hospitality to every guest, every stay, across 1000+ properties in eight countries and counting.

The Departmental Coordinator will perform a variety of administrative tasks to support Sonesta’s Architectural, Design and Construction (AD&C) Department. Reporting to the Vice President, the Departmental Coordinator will help contribute to the efficiency of our team by providing personalized and timely support to individual team members and to the department as a whole. The individual will support the Vice President and others within the department for all administrative efforts and assist in maintaining, organizing and communicating the department’s hotel projects, design documents and data.

The Departmental Coordinator will maintain a basic understanding of Sonesta Brand Standards and assist in updating and communicating those standards under the direction of the Brand Ambassadors. Communication with other key Sonesta departments, including Brand, Franchise Operations, Managed Operations, Capital Projects and Facilities teams is required. Daily communication with remote members of the department is crucial. The ideal candidate is exceptionally organized and detail oriented, with excellent written communication and interpersonal skills, and demonstrates a strong attention to detail, can adapt to shifting priorities, and is comfortable working within a fast pace and dynamic environment.

The candidate needs to be resourceful, innovative, and proactive to support their department and executive leaders. They must think independently to make decisions under pressure, have great time management skills and be able to act with minimal guidance. This is a hybrid role based at either our Newton, MA or our Orlando, FL corporate office, with an in-office schedule of three days per week and two remote workdays.

• Support the AD&C Department’s efforts across the design management, design strategy, capital projects, franchise projects and facilities engineering disciplines.
• Act as the point of contact for the AD&C Department among corporate and hotel employees and external partners/vendors.
• Provide administrative assistance, such as writing and editing e-mails, drafting memos, responding to vendor phone calls and preparing communications.
• Assist with scheduling appointments and maintains/updates/changes calendars as needed.
• Assist with making travel arrangements and preparing expense reports.
• Support the execution of key departmental processes by organizing workflows, tracking progress, and maintaining communication, while under the guidance of other team members.
• Assist with planning and coordinating departmental meetings & gatherings, including reserving meeting space and making event arrangements.
• Prepare Power Point presentations for both internal and external audiences.
• Create and manage/update various databases and organizational tools as necessary for maintenance/communication of design and project information for all Brands.
• Update asset management and project management platforms with current documents.
• Coordinate the execution of contracts with external and internal stakeholders.
• Other projects as assigned.

• Manage new-build hotel and renovation project reporting, under the direction of the department’s Project Managers, utilizing Smartsheet project management software and other database and project tracking tools.
• Assist with capital project reporting utilizing Smartsheet and Transcendent software platforms.

• Manage the general departmental e-mail inbox and screen/direct incoming…