Administrative Coordinator at Watercolor

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 finical 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 QA
• Manage office operations including phones, records, security, and organization
• Assisting with guest communications platforms, tracking metrics, and reporting
• Develop and implement process improvements, polices, 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 relate 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, PowerPoint
• Knowledge of basic financial concepts and administrative practices
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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