Administrative Coordinator at Watercolor

Administrative Coordinator at Watercolor

Water Color Resort
- Santa Rosa Beach, FL 32459

Position Type Full Time

Job Summary
- The Administrative Coordinator provides operational and financial support across Property Operations, Administration, Lodging, and Food & Beverage. Responsibilities include daily financial reporting, cash drop reconciliation, vendor billing and coding, accounts receivable processing, and maintaining internal controls. The role also manages contracts, supports budgeting and capital projects, oversees office administration and interdepartmental communication, and assists with Hilton system postings. Acting as an independent check and balance, this position ensures accuracy, efficiency, and integrity while collaborating closely with Operations, Corporate Accounting, and property leadership.

Primary Responsibilities & Essential Functions
- Handling basic bookkeeping tasks including, but not limited to, coding, submitting, and auditing invoices

Maintain records, documents, reports and financial systems

Prepare reports, variance analyses, and presentations for senior leadership

Develop and monitor Food & Beverage reports related to wastage, pilferage, and efficiency

Prepare variance analysis for Food & Beverage and Property Operations, communicating with relevant parties

Manage vendor relationships, audit statements and accounts for outstanding billing and keep up to date Verify property checkbooks to financial reporting system postings to monitor and ensure accuracy

Review Hilton PMS allowance reports, AR accounts, guest refund accounts, and post corrections and payments

Post Hilton Honors invoices reimbursements and advanced Purchase payments

Support month-end close, audits, and capital expenditure documentation and tracking

Assist with fixed asset tracking and capital rolling plan monitoring and updating

Maintain operational systems, schedules, and payments with department leaders

Coordinate with Food & Beverage, Rooms, Finance, and Corporate Accounting to resolve issues pertaining to these departments

Ensure Hilton standards are adhered to and provide support during QAManage office operations including phones, records, security, and organization

Assisting with guest communications platforms, tracking metrics, and reporting

Develop and implement process improvements, policies, and procedures

Producing reports, composing correspondence, and drafting new contracts

Support interdepartmental communication, special projects, task forces, and committees as assigned

All other duties as assigned

Education and Experience
- Sufficient education and literacy needed to identify and read product labels and to communicate with guests.

Ability to read, write, speak, understand, and communicate in basic English preferred

Excellent phone etiquette and verbal communication skills

Strong computer proficiency and email communication skills

Previous experience in a related field preferred

Previous hospitality experience preferred

Knowledge, Skills, Abilities
- Detail oriented and thorough

Ability to perform consistent work to the highest of standards

Ability to remain discreet and respect the privacy of guests

Time management skills and ability to prioritize tasks effectively

Ability to interact with guests in a pleasant, friendly, and professional manner

Professional verbal and written communication

Problem solving and decision-making skills

Proficient with Microsoft Office, such as Word, Excel, Outlook, Power Point Knowledge  of basic financial concepts and administrative practices

Physical Demands
- Frequent standing, sitting, bending, and keyboarding

Occasionally walking and climbing stairs

Ability to lift and carry up to 25 lbs.

Working Conditions
- Primarily indoors, occasionally outdoors

Environment similar to a professional office or front desk setting

Possible exposure to a somewhat noisy environment