Job Description

About the Role:

The Administrative Coordinator is responsible for producing and distributing recurring operational reports, maintaining data accuracy across reporting tools, and supporting administrative functions, including travel coordination. This role requires strong Excel proficiency, a proactive and innovative mindset toward AI-enabled process improvements, and the ability to manage routine deliverables with consistency and attention to detail.

AI & Process Innovation

• Leverage AI tools to automate repetitive tasks and enhance reporting efficiency
• Identify and propose innovative solutions to improve data accuracy, speed, and usability
• Stay current on emerging AI capabilities relevant to operations and administrative functions

Excel & Analytics

• Use Microsoft Excel extensively for data analysis, reconciliation, and reporting
• Apply formulas, pivot tables, lookups, and structured formatting to improve clarity and efficiency
• Identify opportunities to streamline reporting through improved Excel workflows

Administrative & Travel Support

• Book and manage business travel arrangements, including flights, lodging, and itineraries
• Ensure travel plans align with company policies, cost guidelines, and timelines.
• Provide general administrative support related to scheduling, coordination, and documentation

Reporting & Data Management

• Pull, prepare, and distribute scheduled internal and external reports on a daily, weekly, and monthly basis
• Ensure accuracy, completeness, and timeliness of all reporting outputs
• Maintain standardized report templates and documentation
• Coordinate with stakeholders to confirm report requirements and delivery timelines

What We're Looking For:

• Experience: Previous recruiting experience is preferred but not required. Experience in the timeshare industry is a significant plus.
• Relocation Flexibility: Ideal candidates must be open to relocating as opportunities arise.
• Interpersonal Skills: Exceptional communication and relationship-building abilities.
• Organization: Strong attention to detail and the ability to manage multiple tasks and deadlines.
• Tech-Savviness: Proficient in Microsoft Office Suite and applicant tracking systems (ATS).
• Passion: A genuine enthusiasm for connecting talent with opportunities and contributing to a growing organization.

General Statement - Performs the job assigned, complying with Company policies and procedures, business code of ethics, FLSA regulations, and all applicable laws, and ensures confidentiality, reliability, quality, and productivity.

Education, Essential Training / Certifications, and Experience:

• Bachelor’s degree or equivalent experience in a related field
• Minimum 2 years’ experience in the administrative field required
• Minimum 6 months experience of supervisory experience in the administrative field required.

Skills, Knowledge, and Abilities:

Required Qualifications

• Experience using AI tools for productivity or data-related tasks
• Strong proficiency in Microsoft Excel
• Experience pulling, organizing, and distributing reports
• Understand how to develop and implement business strategies.
• High attention to detail and strong organizational skills
• Proficient in time management; the ability to organize and manage multiple priorities. Ability to manage recurring deadlines with minimal supervision
• Excellent customer service skills

Preferred Qualifications

• Prior operations, reporting, or administrative support experience
• Familiarity with payroll, Concur, or performance reporting environments

Core Competencies

• Analytical thinking
• Process improvement mindset
• Reliability and consistency
• Clear written and verbal communication
• Confidentiality and professionalism
• Ability to take initiative and effectively adapt to changes.

Shift: Additionalhours may be necessary to meet deadlines and goals. Scheduled attendance requirements may change due to business needs.

Capital Vacations is an equal opportunity employer.