Embassy Suites - Panama City Beach, FL 32407
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 invoicesMaintain records, documents, reports and financial systemsPrepare reports, variance analyses, and presentations for senior leadershipDevelop and monitor Food & Beverage reports related to wastage, pilferage, and efficiencyPrepare variance analysis for Food & Beverage and Property Operations, communicating with relevant partiesManage vendor relationships, audit statements and accounts for outstanding billing and keep up to dateVerify property checkbooks to financial reporting system postings to monitor and ensure accuracyReview Hilton PMS allowance reports, AR accounts, guest refund accounts, and post corrections and paymentsPost Hilton Honors invoices reimbursements and advanced Purchase paymentsAssist with AR processes such as sending invoices and collecting payments, including Crew businessSupport month-end close, audits, and capital expenditure documentation and trackingAssist with fixed asset tracking and capital rolling plan monitoring and updatingMaintain operational systems, schedules, and payments with department leadersCoordinate with Food & Beverage, Rooms, Finance, and Corporate Accounting to resolve issues pertaining to these departmentsEnsure Hilton standards are adhered to and provide support during QAManage office operations including phones, records, security, and organizationAssisting with guest communications platforms, tracking metrics, and reportingDevelop and implement process improvements, policies, and proceduresProducing reports, composing correspondence, and drafting new contractsSupport interdepartmental communication, special projects, task forces, and committees as assignedAll other duties as assigned
Education and ExperienceSufficient 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 preferredExcellent phone etiquette and verbal communication skillsStrong computer proficiency and email communication skillsPrevious experience in a related field preferredPrevious hospitality experience preferredKnowledge, Skills, AbilitiesDetail oriented and thoroughAbility to perform consistent work to the highest of standardsAbility to remain discreet and respect the privacy of guestsTime management skills and ability to prioritize tasks effectivelyAbility to interact with guests in a pleasant, friendly, and professional mannerProfessional verbal and written communicationProblem solving and decision-making skillsProficient with Microsoft Office, such as Word, Excel, Outlook, PowerPointKnowledge of basic financial concepts and administrative practicesPhysical DemandsFrequent standing, sitting, bending, and keyboardingOccasionally walking and climbing stairsAbility to lift and carry up to 25 lbs.Working ConditionsPrimarily indoors, occasionally outdoorsEnvironment similar to a professional office or front desk settingPossible exposure to a somewhat noisy environmentThe above statements are intended to describe the general nature and level of work being performed and are not an exclusive list of all duties and responsibilities. The St. Joe Company/St. Joe Resort Operations reserves the right to amend and change responsibilities to meet business and organizational needs.