Administrative Coordinator
1 month ago
L'Eixample, Barcelona
About the job ESSENTIAL DUTIES AND RESPONSIBILITIES: Manage calendars and proactively organize time as required using expert judgment and discretion. Arrange ongoing/recurring as well as ad hoc meetings and conference calls. Schedule conference rooms, set up audio visual or on-line meeting tools, order meals if needed and overall event coordination. Coordinate and ensure meeting logistics are in place. Create systems to help manage priority issues and timely deadlines through email management and support or other practices. Refer or delegate business issues or questions to others for resolution on behalf of the team. Follow up to ensure issue or question resolution. Track action items using a follow-up system, tool or process, communicate and report on status. Manage travel arrangements, including booking air or ground transportation, hotel accommodations, providing travel support as needed including adjustments to itineraries, shipping of materials and other on-the-fly needs. Compose, proofread, edit and format written correspondence, agendas, and documents. Manage and process invoices and purchase orders through Kimpton's JDE accounting system; follow through on all invoices to ensure approvals and checks are cut in a timely manner, and supporting monthly team budget reconciliation processes as necessary. Assist with special projects on an as-needed basis, including managing and tracking projects creating vendor contracts and distributing final contracts to involved parties. Prepare and manage expense reports. Perform general office duties such as greeting scheduled visitors, ordering supplies, shipping, mail distribution, answering phones, filing, copying, faxing, and more. Additional projects and responsibilities may be assigned as needed. This position requires a flexible schedule, and must be able to work evenings, weekends, and holidays. 12$ per hour + Gratuity range 10$/12$ per hour Work permit costs and processing Plane tickets for relocation to Cayman covered up to USD $1800 2 weeks accommodation upon arrival (can be extended up to 3 weeks if needed) Employee canteen for complimentary meals during work days Uniforms provided and laundered Medical insurance (employee premium covered at 50% for non-mgmt roles; 100% for management) 2 weeks paid vacation Pension: 5% match after a 9-month grace period Overtime pay (x1.5 of hourly rate) over 9 hours per day or 45 hours per week Double pay (x2 of hourly rate) on public holidays (12 per year); Hotel discounts in IHG Hotels worldwide 50% discount in Kimpton Seafire & Hotel Indigo Restaurants, plus 50% discount in Restaurants when traveling and staying in the hotel on an employee rate Managers: Dry cleaning of professional clothing, parking in garage, use of hotel gym Department: Administration About you Minimum of two (2+) years’ experience in Food and Beverage/Hotel Operations and two (2)+ years in office administration with a proven track record Previous Guest Service resolution experience required System knowledge of JDE, Aloha (or similar Point of Sale system), Go Concierge and ADP strongly preferred Strong organizational, excellent attention to detail, task-management, employee relations, leadership, problem resolution, creativity, verbal and written communication (in English) and presentation skills Ability to work flexible schedule, including mornings to mid-evenings, weekends and holidays with an ability to work in a fast-paced environment required Proven track record of project management experience with an ability to work independently required. Strong computer skills to include: Word, Excel, PowerPoint, Office and Outlook. Language required: English. The company Your Hospitality Career in Paradise Starts Here Join the teams at Kimpton Seafire and Hotel Indigo Grand Cayman, two standout IHG properties in the Caribbean, as they gear up to recruit hospitality talent from Europe this fall. Upcoming Events • Webinar – September 16th, 2025 at 3:00 p.m. CET, • Recruitment Event – October 2025 (Location to be announced) Work Where It Feels Like Vacation Live and work in the stunning Cayman Islands, surrounded by white-sand beaches, turquoise waters, and a vibrant culture. This is more than a job — it’s a lifestyle. About the Properties: Kimpton Seafire Resort + Spa A luxury beachfront resort on Seven Mile Beach, known for bold design, tropical gardens, and unforgettable sunsets. Hotel Indigo Grand Cayman A boutique hotel inspired by the local neighborhood, blending island stories with modern design and vibrant dining experiences. Benefits That Make It Worth the Move We want your transition to be as smooth as possible and your experience truly rewarding. Here’s what we offer our international team members: • Work Permit – Processing and fees fully covered, • Flights – Relocation airfare covered up to USD $1800, • Accommodation – 2 weeks on arrival, extendable to 3 weeks, • Meals – Complimentary meals during workdays, • Uniforms – Provided and professionally laundered, • Health Insurance – 100% covered for managers; 50% covered for non-management roles, • Vacation – 2 weeks paid leave annually, • Pension – 5% employer match after 9 months, • Overtime Pay – 1.5x for hours over 9/day or 45/week, • Public Holidays – 2x pay on 12 official holidays, • Hotel Discounts – IHG staff rates worldwide, • Dining Discounts –50% off at Seafire and Indigo restaurants; 50% off dining when traveling on employee rate, • For Managers Only – Dry cleaning of professional clothing; Garage parking; Access to hotel gym Be Part of Something Global With over 6,000 hotels in 100+ countries, IHG offers a world of opportunities. Grow your career while delivering True Hospitality for Good. Stay Tuned Details for our September webinar and October recruitment event will be announced soon. Don’t miss your chance to work in one of the world’s most beautiful destinations.
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