Guest Services Coordinator

We are looking for a Guest Services Coordinator to support catering and conference operations at a hospitality property in California. This contract position plays an important role in keeping group and event-related administration organized, accurate, and responsive while helping deliver a high-quality guest experience. The ideal candidate is attentive to details, service-focused, and comfortable managing multiple priorities in a fast-paced resort environment.

Responsibilities:

• Coordinate administrative activities for catering and conference teams to help ensure group events and related services are organized efficiently from planning through execution.
• Maintain orderly department records, update documentation, and manage report preparation on a daily, weekly, and monthly basis to support business operations.
• Enter, verify, and revise event and banquet information in designated systems, ensuring details remain accurate and current for internal teams.
• Prepare and distribute event documentation, group materials, meeting notes, and other operational paperwork in a timely manner.
• Assist managers with client and vendor communication, including follow-ups on event guarantees, requested services, and special arrangements.
• Provide guests and internal staff with clear information about property amenities, service offerings, daily activities, and operational policies.
• Support event-related coordination by helping with reservations, amenity requests, room inspections, and other guest service needs tied to group business.
• Monitor office workflows, recommend process improvements, keep supplies stocked, and help maintain an organized and efficient work area.
• Safeguard confidential guest and employee information and direct external or media-related inquiries to the appropriate contacts.
• Follow safety expectations, report hazards or incidents promptly, and contribute to a clean, courteous, and service-driven workplace.
• High school diploma or equivalent required.
• Strong computer proficiency required; experience with Salesforce or similar business systems is preferred.
• Ability to type approximately 50–60 words per minute with accuracy and efficiency.
• Excellent verbal and written English communication skills, along with strong customer service and appointment coordination abilities.
• Proven ability to manage multiple tasks, stay organized, and perform effectively in a high-pressure environment.
• Detail-oriented presentation and a courteous, team-oriented approach when interacting with guests, managers, and associates.
• Ability to lift up to 20 pounds regularly and up to 50 pounds occasionally, and to remain standing or walking for extended periods.
• Experience supporting events, guest-facing services, hospitality operations, or other high-touch service environments is preferred.