Coordinator Lead

$22 - 25 / hour

About Westgate Resorts
Westgate Resorts provides a diverse range of vacation experiences. From sandy beaches on the Atlantic Ocean to snow-covered Utah mountains, families can affordably experience the country's most desirable vacation destinations. A world leader in the timeshare and hospitality industry, Westgate has resorts in Florida, Tennessee, South Carolina, Missouri, Utah, Nevada, and Arizona. Westgate meets every vacation expectation, for every family, for every budget. As we continue growing, we will continue offering the best and most-affordable vacation options out there!

The Coordinator Lead plays a vital role in supporting the Office Manager and the broader team by overseeing daily operations, managing key projects, and ensuring compliance. Acting as a point of escalation and stepping in during the Office Manager’s absence, this role drives efficiency, streamlines workflows, and fosters team engagement. By collaborating with internal teams, external vendors, and stakeholders, the Coordinator Lead contributes to achieving departmental goals while maintaining seamless operations. Strong organizational and leadership skills are essential for managing priorities, enhancing performance, and supporting the company’s overall mission.

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. Additionally, the individual must possess and adhere to the following core company values:

• Integrity
• Passion
• Work ethic

Essential Duties and Responsibilities

Including but not limited to:

• Act as a liaison between the Office Manager and the team, ensuring consistent communication and alignment on goals and initiatives.
• Take the lead on team projects, initiatives, and process improvement strategies to enhance efficiency and engagement.
• Step in to lead the team in the Office Manager’s absence, ensuring continuity of operations.
• Monitor and ensure compliance with company policies, preparing necessary documentation for leadership review.
• Oversee and maintain accurate records related to compliance, team operations, and vendor management.
• Coordinate and oversee department projects, ensuring timelines and quality expectations are met.
• Schedule and manage vendor activities from start to finish, ensuring tasks are completed efficiently.
• Provide administrative support as needed, including preparing documents, presentations, reports, and maintaining department schedules.
• Assist with purchase orders, requisitions, and other team support tasks.
• Work efficiently within systems like SharePoint, HotSOS, and Asana to manage workflows and team projects.
• Ensure office areas are organized and maintained to company standards.
• Handle invoicing for executives, ensuring accuracy and timely processing.
• Identify opportunities for process improvements, including scheduling and workflow optimization.
• Monitor departmental spending, maintain budget compliance, and recommend ways to reduce costs.
• Implement initiatives to improve team engagement and morale within the department.
• Act as a central point of contact for communication with vendors, partners, and team members.

Experience:

• Minimum of three years of administrative experience with an emphasis on scheduling and project coordination.
• Proven ability to lead or manage team projects or initiatives.
• Proficient in computer skills, with required knowledge of Microsoft Windows, Word, Excel, Outlook, and PowerPoint; experience with Oracle Fusion, SharePoint, and HotSOS is preferred.
• Prior experience coordinating projects is a plus.
• Experience in facilities, maintenance, operations, or the construction industry is preferred.

Education & Certifications:

• High school diploma or GED – required.
• Associate’s or Bachelor’s degree – preferred.

Skills/Knowledge:

• Ability to communicate in Spanish, both verbally and in writing, is preferred.
• Professional and highly discreet, with the ability to maintain absolute confidentiality.
• Extremely well-organized and attentive to detail.
• Positive attitude, collegial demeanor, and willingness to assist the team as needed, with a sense of enjoyment in work well done.
• Ability to handle multiple tasks simultaneously, with deadlines that constantly adapt to business needs.

Supervisory Responsibilities

• Does not include direct reports.
• Provides guidance and support to the team.
• Acts as a point of escalation for team-related issues.
• Ensures tasks are completed effectively.
• Assists in coordinating team workflows and fostering collaboration.
• Steps in to lead the team in the Office Manager’s absence.

Physical Demands

• Physical demands are representative of those required to perform essential job functions.
• Reasonable accommodations may be made for individuals with disabilities.
• Duties may involve:
  • Standing, walking, sitting, using hands to handle or feel, reaching with hands and arms.
  • Climbing, balancing, stooping, kneeling, crouching, crawling, bending, and talking or hearing.
• Specific vision abilities required include close vision.
• Must occasionally lift and/or move up to 25 pounds.
• Regular visits to construction sites are required.

Language Skills

• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to write simple correspondence.
• Ability to effectively present information in one-on-one and small group settings to customers, clients, and other team members.

Mathematical Skills

• Ability to add, subtract, multiply, and divide in all units of measure using whole numbers, common fractions, and decimals.

Reasoning Abilities

• Ability to apply common sense understanding to carry out detailed but straightforward written or oral instructions.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.

Work Environment

• Majority of work is conducted in a corporate office with an assigned desk.
• Occasional visits to the warehouse or other corporate offices may be required.
• Work environment characteristics include:
  • Typical office settings.
  • Occasional exposure to warehouse or construction site conditions.

Why Westgate?

• Comprehensive health benefits – medical, dental and vision
• Paid Time Off (PTO) – vacation, sick, and personal
• Paid Holidays
• 401K with generous company match
• Get access to your pay as you need it with our Daily Pay benefit
• Family benefits including pregnancy, and parental leave and adoption assistance
• Wellness Programs
• Flexible Spending Accounts
• Tuition Assistance
• Military Leave
• Employee Assistance Program (EAP)
• Life, Disability, Accident, Critical Illness & Hospital Insurance
• Pet Insurance
• Exclusive discounts for Team Member (i.e., hotels, cruise, resorts, restaurants, entertainment, etc.) 
• Advancement & development opportunities
• Community Involvement Programs

Westgate Resorts is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status or any other protected status under federal, state or local law. If you have a disability and believe you need a reasonable accommodation in order to complete your application or any part of the recruiting process, please email [email protected] with the job title and the location of the position for which you are applying.