[Hiring] Hospitality Operations Coordinator @Somewhere

Role Description

Our client is currently seeking a highly capable Hospitality Operations Coordinator to join them as their foundational first hire. Every room block they manage comes with a contract and ranges from 10 to over 100+ rooms. Because missed deadlines can create significant financial liabilities for hosts, each block requires meticulous tracking and steady follow-up. Currently, their founder manages this process. By taking ownership of these daily operations, you will be the driving force that allows the company to scale.

Note: This is a purely operational role; you will be working directly with hotels and vendors, not speaking directly to the end clients.

What You Will Do

• Room Block Management:
  • Manage and execute hotel room blocks for global weddings and events (ranging from 10 to 100+ rooms).
  • Meticulously track contract terms, cutoff dates, and deposit deadlines for each block to ensure hosts never face financial penalties.
  • Maintain highly organized, up-to-date status logs for every active block.
• Hotel & Vendor Communication:
  • Handle daily email correspondence with hotels and vendors around the world.
  • Execute swift, persistent follow-ups with properties to keep every booking strictly on track.
  • Draft clear, highly professional emails that represent the company to their global partners.
• Operations & Systems:
  • Seamlessly navigate between their AI-based knowledge base and Google Sheets to manage complex information.
  • Leverage AI tools to work more efficiently, while carefully auditing and fact-checking all AI outputs for accuracy.

Qualifications

• Proven experience in wedding/event planning, hotel group sales, or corporate events, with direct experience handling large group room blocks.
• Hands-on expertise navigating hotel group contracts, cancellation clauses, and strict deadlines.
• Exceptional written English skills for daily, high-volume email communication with global properties.
• High proficiency and comfort using Google Sheets and modern AI tools on a daily basis.
• A strong sense of urgency with the proven ability to respond quickly and manage multiple open loops simultaneously.
• An eagle eye for detail and the ability to spot and correct errors instantly.

Bonus Points

• Prior experience working directly at a hotel managing group or event bookings (beyond standard front desk operations).
• A background in a concierge or travel services business that specialized in group events.