WHAT DOES A HOSPITALITY COORDINATOR DO?

Published: July 3, 2025 - The Hospitality Coordinator oversees team scheduling, training, and performance monitoring to ensure smooth front desk operations and adherence to policies. This role manages guest scheduling, reviews feedback, tracks sales goals, and conducts regular evaluations to maintain service quality and employee accountability. The coordinator also supports spa ambiance standards and assists with concierge duties to enhance the overall guest experience.

A Review of Professional Skills and Functions for Hospitality Coordinator

1. Hospitality Coordinator Duties

  • Space Management: Process space reservation requests (assign and confirm space, catering and equipment) and ensure optimal workspace occupancy
  • Visitor Handling: Greet/direct employees and visitors, issue visitor access cards, answer general inquiries, assist in resolving issues/concerns or direct them to the appropriate resource
  • Room Setup: Set up, maintain and/or provide support for workspace/meeting rooms including catering and audio/visual equipment
  • AV Support: Provide audio-visual support/troubleshooting prior to and during meetings and events
  • Area Maintenance: Stock and maintain the appearance of general use areas (e.g., reception area, copy room, coffee/vending area, etc.)
  • Equipment Support: Provide basic technical support for standard office equipment (e.g., copiers and printers)
  • Catering Support: Provide support related to on-site catering
  • Document Handling: Handle or coordinate large-scale duplicating projects including copying, collating, assembly and binding
  • Vendor Coordination: Act as a point of contact for external providers (e.g., cleaning contractors)
  • Report Preparation: Contribute to the preparation of daily, weekly, and monthly reports
  • Admin Tasks: Perform administrative duties according to location guidelines
  • Safety Compliance: Carry out instructions for security, fire, health, and safety, and maintain records

2. Hospitality Coordinator Details

  • Customer Support: Customer communication support and management, including ticket management and logistics for onsite events
  • Content Drafting: Support program managers in drafting internal and customer-facing communications such as event invitations, surveys, account manager notifications, etc.
  • Process Improvement: Improves project and process efficiencies while improving team goals
  • Task Scheduling: Scheduling and operations tasks
  • Team Coordination: Liaising with the team and key stakeholders to coordinate leadership calls and secure briefing documents
  • Contracting Support: Support the team with the contracting process, including legal, tax and security reviews
  • Event Assistance: Provide customer support for events related to registration, hotel accommodations and ticketing
  • Budget Tracking: Manage upcoming budget and finance deadlines across the team

3. Hospitality Coordinator Responsibilities

  • Team Engagement: Create an environment of fun and teamwork through planned employee engagements
  • Guest Experience: Oversight and assistance in creating memorable guest experiences, as well as anticipating guest and facilitator needs through event pre-walks and room checks
  • Usage Monitoring: Monitor and report daily, weekly, and monthly space usage and occupancy
  • Department Communication: Maintain effective communication and positive relationships with all operating departments, acting as a resource and appropriately delegating tasks
  • Change Follow-up: Follow up with all change requests to ensure accuracy and operational communication
  • Program Oversight: Oversee Program “Turn” Activities and ensure smooth programmatic flow for meetings
  • Planner Liaison: Acts as liaison between group contact and Virtual Planner
  • Daily Communication: Daily communication with AV, Virtual Planner, and Regional Manager
  • Room Orientation: Provide Room and AV orientations
  • Technical Support: Assist with technical and logistical opportunities that arise in meeting rooms for both instructors and attendees
  • Guest Services: Fulfill and support guests' needs throughout the day
  • Service Support: Services include but are not limited to copying, typing, physical and digital signage, nametags, escort from building to building, etc.
  • Mail Delivery: Provide mail services to guests daily and throughout the day
  • Mail Handling: Collect and deliver mail to guests at select times throughout the day
  • Guest Information: Provide information to guests relative to meeting services and office/desk assignments
  • Space Logistics: Review and manage daily office/desk space reservations and logistics
  • Room Readiness: Ensure that the daily meeting, office/desk spaces are cleaned and ready before guest arrivals

4. Hospitality Coordinator Job Summary

  • Customer Service: Provide a high level of hospitality and service to all customers
  • Mobility Support: Address all customer mobility needs in a timely and professional manner
  • Vehicle Onboarding: Assist staff in onboarding customers into loaner vehicles
  • Shuttle Coordination: Coordinate the 3rd-party shuttle service
  • Fleet Management: Import and retire vehicles in the TSD software
  • Registration Processing: Coordinate the title and registration requirements and vehicle preparation
  • Maintenance Coordination: Monitor fleet condition and coordinate maintenance and repairs
  • Expense Recovery: Monitor expenses and recover fuel, toll, and violation charges
  • Availability Communication: Communicate loaner availability effectively to all staff including Appointment Call Center and Service Advisors
  • Fleet Utilization: Ensure a high level of fleet utilization
  • Contract Monitoring: Monitor open contracts and expected return times to minimize the average length of the loan
  • Driver Management: Manage drivers and coordinate vehicle pickup and delivery services
  • Performance Reporting: Prepare daily and monthly reporting of key performance data
  • Professional Conduct: Maintain a professional attitude and demeanor in all situations

5. Hospitality Coordinator Accountabilities

  • Interview Support: Assist in the interviewing process for all departments
  • Training Organization: Organize front desk training upon hiring and ensure they meet expectations and follow all policies
  • Schedule Coordination: Coordinate Hospitality Team schedules and review time punches to minimize discrepancies and overtime
  • Time Approval: Review and approve time off requests for the Hospitality Team
  • Chart Preparation: Prepare zone charts before the start of the day
  • Log Review: Review the Sweeps log to ensure completion
  • Schedule Optimization: Review daily guest schedule and ensure it is maximized with minimal gaps
  • Sales Monitoring: Track and monitor monthly sales performance of the Hospitality Team and set daily Retail to Service sales goal
  • Meeting Planning: Create quarterly team meetings and an agenda
  • Corrective Actions: Perform corrective actions when team members do not meet expectations
  • Feedback Response: Address guests’ positive and negative feedback immediately with the Spa Manager and the Employee
  • SMG Review: Review SMG results with the Spa Manager
  • Ratings Review: Perform a daily review of the Ratings Control Panel within Meevo
  • Discrepancy Reporting: Inform the Spa Manager of any closeout discrepancies
  • Guest Satisfaction: Ensure guest experience is met and exceeds satisfaction by addressing any issues immediately
  • Spa Support: Perform duties of Spa Coordinator and or Spa Concierge
  • Ambiance Standards: Ensure proper lighting, music, cleanliness, and aromatherapy as outlined in the Ambiance Standards
Relevant Information
What Does A Hospitality Aide Do?
What Does A Hospitality Assistant Do?
What Does A Hospitality Associate Do?
What Does A Hospitality Manager Do?