Job Description

Our Property:

Captiva Island has been the destination of choice for generations of families. South Seas, for many, is where the destination has come to life. The 330-acre retreat and wildlife nature preserve on the Florida Gulf Coast offers elevated coastal experiences and world-class amenities designed to appeal to a multitude of guests. Join this passionate and hardworking team and enjoy working in paradise.

Our Core Values:

We are in the business of creating an authentic sense of place for families to return to time and time again while committing ourselves to creating memorable and fun experiencers through passionate, attentive service. This mantra is reflected in everything we do and every interaction we have whether it be in hospitality operations management, asset management, development, or sales & marketing. Our values define who we are.

• Be Authentic
• Practice Humility
• Cultivate Teamwork
• Value Time
• Be Trustworthy

South Seas offers a very competitive salary and generous benefits including:

• Low-cost Medical, Dental, Vision Plans
• Paid Life Insurance
• Short- and Long-Term Disability
• Paid Time Off & Holidays
• 401(k) with 100% match up to 4 percent
• Commuter and Company-paid Toll Programs
• Employee Daily Meal Program

POSITION OVERVIEW

The Office Coordinator is responsible for managing office communications and facilitating key departmental tasks and procedures. We are looking for a team member with strong facility maintenance and or construction office administrative background. Their duties will include yet not limited to oversite of the key departmental administrative responsibilities.

ESSENTIAL FUNCTIONS 

Essential functions as defined are ILLUSTRATIVE ONLY and not a comprehensive listing of all functions and duties performed by incumbents within this classification. Essential duties and responsibilities may include, but are not limited to, the following:

Financial Job Duties

• Maintain departmental checkbook, accurately recording all expenses and prepare month end reporting.
• Prepare and submit invoices for all billable work performed by the engineering department. Must be timely and with backup to post to owner accounts in the month for the month.
• Assist with weekly pay roll reporting ensuring accurate and timely submissions.

Inventories and Supplies

• Ordering stock parts and supplies to maintain established par levels on a monthly basis with consideration to budgeted expenses.
• Sourcing custom and one-off parts to reduce down time on guest units and equipment.

Vendor Coordination

• Assist procuring proposals and or multiple bids when third party contractors are required for repairs and maintenance.
• Scheduling of third-party contractors and effectively communicating scheduled work with all necessary resort departments.

Record Keeping

• Maintain and appropriately file all State required inspections, and coordinate schedules of responsible vendors to ensure the resort is always in a compliant status.
  • Alarm Panels & Fire Suppression Systems
  • State Elevator Inspections
  • DEP Documentation
  • Balcony Certificates
  • State Health Inspections
• Coordination of facility maintenance contracts including yet not limited to the list below, to ensure vendors obligations are fulfilled.
  • Pest Control
  • Grease Trap Servicing
  • Equipment Service Contracts
  • Kitchen Hood Cleaning 

POSITION REQUIREMENTS

High School Diploma/GED; AND one (1) year of resort operations support experience; OR an equivalent combination of education, training, and experience.

Must be proficient in Office 360, and be able to keystroke at 50 wpm, without error.

WORKING CONDITIONS – PHYSICAL/MENTAL REQUIREMENTS

• Must be able to work in a fast paced, deadline driven environment.
• Mobility to work in an office setting, use standard office equipment.
• Stamina to sit for extended periods of time.
• Strength to lift and carry up to 20 pounds.
• Vision to read printed materials and computer screens with dexterity to utilize computer equipment.
• Hearing and clear speech to communicate in person or over the telephone.
• Must be able work in different types of weather sometimes extreme, including high temperatures and humidity.
• Schedule: days and times may vary based on need, this is not a remote position. 

Timbers Company is a developer and operator of exceptional boutique hotels, residence clubs and resort communities located in some of the most sought-after destinations in the world. We are passionate about creating remarkable experiences with world-class hospitality while exposing our Owners and guests to the humble authenticity of every location that we call home.

Our company (“Company”) fully subscribes to the principles of Equal Employment Opportunity. It is our policy to provide employment, compensation, and other benefits related to employment based on qualifications, without regard to race, color, religion, national origin, age, sex, veteran status, genetic information, disability, or any other basis prohibited by federal, state or local law. 

In compliance with the Americans with Disabilities Act (ADA) and applicable federal, state and/or local laws, it is our policy to provide reasonable accommodation upon request during the application process to applicants in order that they may be given a full and fair opportunity to be considered for employment. As an Equal Opportunity Employer, we intend to comply fully with applicable federal, state and/or local employment laws and the information requested on this application will only be used for purposes consistent with those laws. To the extent required by applicable law, The Company maintains a drug- free workplace.

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