Rooms Coordinator

Grow with us...

Life at Starwood Hotels is based on a simple idea: the world is beautiful and we want to keep it that way. But we can’t do it alone. That’s why hiring thoughtful and inspiring Team Members and Leaders who understand that our people, collaboration, stellar service, and respect for nature are so important to us.

The Rooms Coordinator provides comprehensive administrative and operational support to the Rooms Division, including the Front Office, Housekeeping, and Guest Experience teams. Reporting directly to the Director of Operations, this role serves as the organizational backbone of the division—ensuring smooth coordination, accurate reporting, and consistent communication across all departments.

This position supports day-to-day operational excellence through scheduling, purchasing, reporting, and presentation creation while upholding the brand’s service standards and sustainability mission. The ideal candidate is highly organized, detail-oriented, and tech-savvy, with a collaborative spirit and strong sense of discretion.

PRINCIPLE DUTIES AND RESPONSIBILITIES

Administrative & Reporting Support

• Prepare and distribute weekly and monthly reports, including labor summaries, productivity dashboards, and occupancy forecasts.
• Create visually engaging presentations and materials using PowerPoint (PPP), Canva, Google Slides, and similar tools.
• Maintain attendance, scheduling, and labor tracking for Rooms team members.
• Support the Director of Operations and department leaders with meeting preparation, communication rollouts, and documentation.
• Assist in preparing compliance, audit, and training materials, ensuring timely submission and accuracy.
• Maintain a high level of confidentiality when handling personnel, financial, or operational information.

Operational Coordination

• Serve as the administrative hub for the Rooms Division, ensuring seamless coordination between Front Office, Housekeeping, and Guest Experience departments.
• Coordinate meeting schedules, project timelines, and coverage plans during peak business periods or special events.
• Maintain organized digital and physical filing systems for departmental documentation, reports, and communications.
• Assist with the planning and execution of departmental initiatives, recognition events, or sustainability programs.

Procurement & Inventory Assistance

• Manage purchasing functions through Birchstreet, including raising purchase requests, tracking deliveries, and reconciling invoices.
• Maintain supply and inventory logs for Rooms Division departments, ensuring adequate stock levels and timely replenishment.
• Track usage and cost data to support expense control, sustainability goals, and budget planning.

Technology & Data Management

• Utilize HMS, Birchstreet, Microsoft Office Suite, and Google Workspace tools for data entry, analysis, and reporting.
• Create and edit digital presentations, graphics, and communications using Canva, PowerPoint, and Adobe Express.
• Support data accuracy across operational systems and assist with reporting for leadership reviews and audits.
• Leverage communication and project management platforms such as Microsoft Teams, Zoom, or Asana to streamline workflows.

Guest Experience & Brand Support

• Support the Rooms Division’s mission to deliver exceptional guest experiences through organized operations and effective communication.
• Assist leadership in tracking guest feedback trends and coordinating service recovery documentation or follow-ups.
• Ensure all communication and presentation materials align with 1 Hotels’ sustainability ethos and brand voice.
• Contribute to a positive team culture by maintaining a professional, service-minded, and solutions-focused approach.

Team & Departmental Collaboration

• Act as liaison between the Rooms Division and supporting departments such as Finance, Purchasing, and Human Resources.
• Provide cross-departmental administrative coverage during absences or high-volume periods.
• Support team communications, recognition initiatives, and departmental updates.
• Participate in ongoing professional development and cross-training to enhance operational knowledge and career growth.

REPORTING RELATIONSHIPS

Reports to the Rooms division leaders of 1 Hotel Hanalei Bay.

QUALIFICATIONS & SKILLS

REQUIRED:

• Attention to Detail and Accuracy
• Organization and Prioritization
• Communication and Interpersonal Skills
• Confidentiality and Discretion
• Adaptability and Initiative
• Team Collaboration
• Brand Alignment and Professional Presentati