Admin Coordinator

Job description

Admin Coordinator

The Administration Coordinator is a multifaceted role designed to provide exceptional administrative and operational support to the Sales, Catering, and Executive teams. This position is ideal for a highly organized and detail-oriented professional who thrives in a fast-paced luxury hospitality environment, ensuring seamless coordination and communication across departments while upholding Andaz Prague’s commitment to delivering extraordinary guest experiences.

Job description for this position

1. Sales and Catering Support:

· Assist the Sales and Events teams in managing client inquiries, preparing proposals, contracts, and event documentation.
· Coordinate and communicate event details with internal departments, ensuring flawless execution.
· Maintain and update client databases, catering schedules, and event management systems.
· Support the preparation of Banquet Event Orders (BEOs), ensuring all details are accurate and distributed on time.
· Schedule and organize site inspections, client meetings, and team calls as needed.

2. General Manager Administrative Support:

· Manage the General Manager’s calendar, scheduling meetings, appointments, and travel arrangements.
· Prepare correspondence, reports, and presentations for the General Manager as required.
· Act as a liaison between the General Manager and department heads to facilitate smooth communication and follow-ups on key action items.
· Maintain confidential records and files for the General Manager’s office.

3. Coordination and Communication:

· Ensure efficient communication and collaboration between the Sales, Catering, and Executive teams.
· Serve as a point of contact for clients, addressing inquiries, resolving issues, and ensuring client satisfaction.
· Compile and distribute weekly reports, meeting agendas, and minutes as required.

4. Administrative Excellence:

· Maintain organized and accurate records of contracts, event schedules, and financial documentation.
· Monitor deadlines, deposit schedules, and client billing to ensure timely payments and follow-ups.
· Support the team in achieving operational efficiency through streamlined administrative processes.

5. Team Collaboration and Support:

· Work closely with the Finance, Banquets, and Operations teams to ensure accurate billing, event execution, and effective information sharing.
· Participate in team meetings, providing insights and updates on administrative processes and client-related matters.

Desired profile

Qualifications :

Qualifications and Skills

Education: A bachelor’s degree in Hospitality Management, Business Administration, or a related field is preferred.

·  Experience:
·  Prior experience in administrative support, sales coordination, or events management in a luxury hotel environment is highly desirable.
·  Experience supporting senior executives is an advantage.

·  Skills:
·  Proficiency in Microsoft Office Suite and familiarity with CRM and event management tools
·  Exceptional organizational and multitasking skills with a strong attention to detail
·  Excellent communication and interpersonal skills, both written and verbal.
·  Strong problem-solving abilities and a proactive mindset

·  Languages: Fluency in English is required; additional languages (e.g., Czech) are a plus.

·  Attributes:
· 
·  Professional and discreet, with the ability to handle confidential information.
·  A team player who can work independently with minimal supervision.
·  Adaptable to changing priorities and capable of working under pressure.

·  Our Benefits:

* 25 days holiday
* Free lunches
* Free laundry
* 2 yoga classes every month
* Multisport card
* Opportunity for career growth within Hyatt hotels worldwide
* 12 nights free or deeply discounted anywhere in the world at Hyatt hotels
* Opportunity to experience on-site accommodations with free dinner at ZEM restaurant for 2 people

Even if you don't meet all the requirements, we encourage you to apply and start your journey with us today. You can also write a few interesting things about yourself in the cover letter.

We believe in potential and would love to hear from you!