The Project Coordinator supports the planning, execution, and tracking of hotel opening, transition, and IT infrastructure projects. This role assists the Project Manager in coordinating timelines, organizing documentation, communicating with stakeholders, and ensuring that project tasks are progressing smoothly. The Project Coordinator acts as a key point of contact for internal teams, vendors, and property staff during project execution.
KEY RESPONSIBILITIES
Project Support & Coordination
- Assist Project Managers in coordinating hotel opening and transition projects from initiation through closeout
- Maintain and update project plans, task trackers, schedules, and documentation
- Monitor task progress and deadlines, flagging delays or risks to the Project Manager
- Support preparation of project reports, meeting notes, and presentations
Technology Rollout Assistance
- Coordinate logistics for the deployment of hotel IT systems, including Property Management Systems (PMS), Point of Sale (POS), time clocks, and key systems
- Track procurement, shipping, and site delivery of hardware and software
- Assist with user acceptance testing coordination and follow-up
Vendor & Stakeholder Support
- Communicate with third-party vendors and internal teams to schedule deliverables and clarify task ownership
- Track vendor timelines and escalate issues to Project Managers as needed
- Help coordinate meetings and facilitate documentation distribution for stakeholders
Administrative & Communication Tasks
- Schedule meetings, create agendas, and take accurate minutes for project calls
- Organize documentation in shared drives or project platforms (e.g., Smartsheet, Asana)
- Maintain contact lists, risk logs, and status reports under guidance from Project Managers
